Docs
Users: adding your team
Everyone on your team gets their own account. Sharing one destroys the record of who did what.
How do I add a user?
From Administration → Users, click Create New. Fill in the details, choose a role, and set a temporary password.
Permissions: users:view to see, users:add to create, users:edit to change.
Give everyone their own account
Do not share one account between several people. Doing so loses two things:
- The record of who did what — every record in the system stores who created and changed it. A shared account makes that meaningless.
- Permission control — you cannot give your storekeeper stock-only access if they sign in as the accountant.
The form
| Field | Required? | Details |
|---|---|---|
| First Name | ✅ | The employee's name |
| Last Name | ✅ | Their family name |
| Role | ✅ | Determines what they can see and do |
| ✅ | Used to sign in — the format is validated | |
| Phone | No | Can also be used to sign in |
| Company | Depends | Super admins only, required for company roles |
| Password | ✅ (on create) | Temporary — at least 6 characters |
| Confirm Password | ✅ (on create) | Must match |
| Active | — | A disabled user cannot sign in |
Available roles
What you see depends on your own role:
| Your role | You see |
|---|---|
| Super admin | Every role |
| Company admin | Your company's custom roles |
If you need a role with particular permissions, create it on the Roles screen first, then come back here.
The temporary password
At creation you set a temporary password and send it to your colleague with their email address.
On their first sign-in the system requires them to change it before continuing. That is automatic.
Send it securely — not in a WhatsApp group.
The user limit
Every plan has a maximum number of users.
At the limit the system refuses and tells you the subscription limit is exceeded. You have three options:
- Add additional users from the subscription screen (at a monthly cost).
- Upgrade your plan to one with a higher limit.
- Disable a user who has left.
Disable rather than delete
When an employee leaves, disable them rather than deleting:
- They can no longer sign in.
- It frees a place against your user limit.
- Their work history stays attached to their name — you can still see who raised old invoices.
A suggested routine
| When | Do this |
|---|---|
| A new employee starts | Create their account with the right role immediately |
| Someone changes department | Change their role |
| Someone leaves | Disable them the same day |
| Every quarter | Review the whole list |
Frequently Asked Questions
It says the subscription limit is exceeded
You have reached the number of users your plan allows. Open the subscription screen and add additional users, upgrade your plan, or disable someone who has left.
Which roles are shown to me?
Super admins see every role. Company admins see the custom roles their company has created. If you need a role with particular permissions, create it on the Roles screen first.
Do I really need an account for every employee?
Yes, and it matters. A shared account makes the record of who did what meaningless, and stops you giving each person only the permissions their job needs.
How does an employee change the temporary password?
On their first sign-in, the system asks them to change it before they can continue. That happens automatically with nothing needed from you.
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