People and roles

People are everyone who can sign in to your shop. Roles say what each of them can see and do. Give each person a role, and change the role when their job changes.

Who can do this

• People opens for owners and for anyone whose role lets them manage people. In the standard roles that is the owner.
• A Manager can open People read-only, to reset the sign-in of someone who is locked out.
• Roles opens for owners and for anyone whose role lets them manage roles.

Owners and everyone else

An owner can do everything, including people, roles, backups and outside access. Owner is not a role you edit: it is a switch on a person's page. Only an owner can make someone an owner or take it away, and you can't change your own.

Everyone else gets what their role allows. A person with No role can only sign in.

No one can give more access than they have. You can't give a role, or a person, anything you can't do yourself. Only owners touch owners.

Inviting someone

Invite people instead of making up passwords for them. They get a one-time link and choose their own password.

1. Open Settings › People.
2. Press Invite someone.
3. Type their Name.
4. Type their Email to send them the link. Leave it blank to hand the link over yourself.
5. Pick their Role.
6. Optionally type a Username. Blank: Ordryx makes one from their name.
7. If you are an owner and they should be one too, tick Owner.
8. Press Send the invite.

If the shop's email is set up, the link is emailed. If not, Ordryx shows the link and a QR code: press Copy the link and hand it over. The link works once, for a limited number of days, and is shown only this once. Lost it? Open their page and press Send a new link.

When they open the link, they choose a password and set up two-step sign-in at their first sign-in.

The People list

Settings › People lists everyone with their role, how they sign in and when they last signed in. Use Find a person to search. Switch between Can sign in and Turned off.

The status tag tells you how each person signs in, for example Two-step on, Passkey, Invited · link sent or Two-step not set up.

Press a person to open their page. There you can change their Name, Email and Role, and press Save.

Resetting someone's sign-in

Use this when someone is locked out: they forgot their password, or lost their phone and their recovery codes.

1. Open Settings › People and press their name.
2. Under Sign-in help, press Reset sign-in….
3. Press Reset sign-in to confirm.

This clears their password, their two-step authenticator, their recovery codes and every passkey, and signs them out everywhere at once. A one-time link goes to their email, or Ordryx shows it for you to hand over. It works once, for 7 days, and lets them set up their sign-in again.

You can't reset an owner's sign-in unless you are an owner, nor the sign-in of someone who can do more than you. A person who still has recovery codes can use one of those instead (see My account).

Turning someone off

When someone leaves, turn them off. Nobody is ever deleted: their history stays in the records.

1. Open their page.
2. Under Can sign in, press the switch so it says No.
3. Press Save.

They are signed out everywhere at once. To let them back in, turn the switch on again. You can't turn yourself off.

Roles

Settings › Roles shows each role as a card, with how many people have it and a summary of what it allows.

Ordryx comes with three standard roles:

• Manager: everything except people, roles, modules, backups and outside access. A manager can reset a locked-out person's sign-in.
• Staff: day-to-day work: stock, making, receiving and orders.
• Receiving only: scanning in work orders and deliveries.

You can change these or make your own. If you delete or change a standard role, Add the standard roles back brings back any that are missing. Ones you changed stay as they are.

Making or changing a role

1. Open Settings › Roles.
2. Press New role, or press a role to change it.
3. Type its Name and a short Description.
4. Under What they can do, pick a level for each module. Each module has its own levels, such as None, View and Work. Each level includes the ones before it. The sentence beside it says what that level allows.
5. Press compare on a line to see all that module's levels side by side.
6. Press Create role or Save.

Changes apply to everyone with the role at their next click.

Toggles

A few lines are a simple on/off switch beside the level, for one thing that isn't part of any level. For example, See customers' addresses is a switch of its own under Sales, and shows under Shipping too. Turning a toggle on or off never makes the role Custom.

Custom

For finer control, press Fine-tune single permissions and tick exactly what the role may do. If a module's ticks match none of its levels, its level shows as Custom. Things marked no AI can never be done by an AI assistant, whatever the role.

Deleting a role

Press Delete… on the role's page. You can only delete a role nobody has: give those people another role first.

Who sees costs

While Contracting is on, costs (unit costs, stock value, purchase prices) show only to the owner and to roles that can see contractor pay, because a cost can include what a contractor was paid. Everyone else sees quantities. Set it on each role.