P4 Software / cifraHQ

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 page in CifraHQ.

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
Employee Portal Restricted to the employee self-service portal only (their own payslips, Vacations, balances, and documents) — no access to the main application. Not created on this screen; see Employee Portal accounts below

How to create a User

  1. Click New.
  2. Enter the Username and Description.
  3. Save — the new user record opens in the detail view.
  4. Set the User Type.
  5. Assign a Module (for non-Administrator users) to control which screens they can access.
  6. Set optional preferences: Language, Localization, Time Zone, Default Warehouse.
  7. 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
Email 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

Employee Portal accounts

Employee Portal accounts are not created on this screen — only Administrator, User, and Sales Person accounts are. Portal access is granted from the employee's own record instead:

  1. Go to Payroll > Employees and open the employee.
  2. Make sure the employee has an Email on file — the button stays disabled until one is set.
  3. Click Create Portal Login.

CifraHQ creates the account automatically (username is the employee's email, landing page is the Employee Portal) and emails the employee a temporary password. Terminated Employees cannot receive a new portal login.

To remove access later, open the same employee record and click Revoke Portal Access. This deactivates the login without deleting it — clicking Create Portal Login again later restores it with a fresh temporary password.

Your tenant has a limit on how many Employee Portal accounts can be active at once (default 50), set under Setup > System > Configuration ("Maximum number of Employee Portal users allowed").

See Employee Portal for the full granting procedure and what Employees can see once logged in.

API Key

Generate a per-user API key to connect integrations or automation tools to CifraHQ under that user's identity and permissions:

  1. Open the user detail page.
  2. Expand the API Key section.
  3. Click Generate New Key — confirm the warning (the previous key is invalidated immediately).
  4. 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:

  1. Open the user's detail page.
  2. Click Pay.
  3. Select the Financial Institution to pay from and confirm the Amount.
  4. 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 · Employee Portal · Commission Rules

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