Users
Users
Your team's access to CifraHQ is managed here. The Users screen lets administrators create accounts, assign roles and module permissions, set language preferences, and — for sales staff — track and pay earned commissions. Everyone on your team gets exactly the access their role requires, nothing more.
Where to find it
Go to Setup > System > Users.
Users list, every account that can sign in to this tenant.
User types
| Type | What they can do |
|---|---|
| Administrator | Full access to all screens and settings — no module restrictions |
| User | Access limited to the screens and endpoints defined by their assigned Module |
| Sales Person | Standard User access plus a commissions balance that accumulates earned commission from sales |
How to create a User
- Click New.
- Enter the Username and Description.
- Save — the new user record opens in the detail view.
- Set the User Type.
- Assign a Module (for non-Administrator users) to control which screens they can access.
- Set optional preferences: Language, Localization, Time Zone, Default Warehouse.
- Use Send Password Reset Email to let the user set their own password securely.
Field reference
| Field | Description |
|---|---|
| Username | Login name used to authenticate; cannot be changed after creation |
| Used for password resets and as the sender address when this user emails documents from CifraHQ | |
| Email Password | SMTP credential for this user's outgoing email account |
| Group Name | Optional label for grouping users in Reports (e.g., by department or region) |
| Commission Balance | Accumulated commission for Sales Person users; click Pay to issue a payment through a financial institution |
| Is Cost Price Visible | When enabled, this user sees product cost prices on documents — restrict to managers and buyers |
API Key
Generate a per-user API key to connect integrations or automation tools to CifraHQ under that user's identity and permissions:
- Open the user detail page.
- Expand the API Key section.
- Click Generate New Key — confirm the warning (the previous key is invalidated immediately).
- Copy the key and store it securely; it is not shown again after you leave the page.
Paying commissions
When a Sales Person's Commission Balance is positive:
- Open the user's detail page.
- Click Pay.
- Select the Financial Institution to pay from and confirm the Amount.
- CifraHQ creates an expense record for the commission payment and resets the balance to zero.
Tips
- Deactivate a user by toggling their active status in the list rather than deleting them. Deactivation blocks login while preserving all their historical transaction records.
- The User Sessions screen shows every currently active login and lets you remotely terminate any session — useful when an employee leaves or a device is lost.
Related: User Sessions · Modules · User Permissions · Employees · Commission Rules
Was this page helpful?