Add or change a user

Q: The save says the maximum number of users is reached.

Deactivate someone who has left, or set User login required? to No for a person who never signs in. Otherwise ask Penahak for a larger licence ( How the licence decides what a company has ).

Q: The user name is refused as already used, but nobody has it.

A name with an underscore ( _ ) can clash with a similar existing name. Choose a name without an underscore.

Q: Can a person sign in with their e-mail address?

No. The sign-in page asks for the User name set on this form.

Q: The save says the role is missing or switched off.

The Role must be an active role. Choose another, or activate it on Role ( Roles ).

Add or change a user

A user needs a user name, a password, a name, an e-mail, a default branch, a main role and the dates the user may sign in. Extra roles and branches are optional. The licence limits how many users can be active.

Administration Users

6 min read

Updated October 20, 2026

For Administrator Owner

Add a user

Open the form
Who
Administrator
Where
User > Add
What changes
Add new user opens.
Enter the sign-in details
Where
User, Password, Confirm password
What changes
The user name and the first password. You choose them once; the user changes the password at the first sign in.
Needs
The user name is 5 to 100 characters with no spaces and is new. The password is 5 to 100 characters and both password boxes match.
Enter who the person is
Where
First name, Middle name, Last name, Display name, Email
What changes
The display name is the name shown for the user in the application. The e-mail is where the password reset link goes.
Needs
First name at least 3 characters; display name and a valid e-mail are required. The e-mail cannot be used by another user.
Choose the branch and the role
Where
Branch, Role
What changes
The default branch is the one the user starts in. The main role gives the menus and permissions (Roles).
Needs
An active role. Branch is switched off when the company is not branch based.
Add more roles or branches, if needed
Where
More roles and More branches (the plus buttons of the Role and Branch boxes)
What changes
Tick extra roles and branches; the label shows "(N more roles)" or "(N more branches)". The user gets everything all the roles give, and can switch between the branches (Who sees what: licence, role, permission, branch, Work in another branch).
Set the dates
Where
Start date, End date
What changes
The user can sign in only from the start date to the end date, in your company's calendar.
Needs
Both dates; the start is not after the end.
Set the options that apply
Where
User Type:, Allow user to bypass IP address, User login required?
What changes
User Type: (employee or elected) shows only for companies with both kinds of payroll. Allow user to bypass IP address shows when sign-in is limited to listed addresses (Network access: sign in only from listed addresses). User login required? is Yes for a person who signs in; No records a person who never signs in and does not count against the licence limit.
Save
What changes
The user is created Active with a matching employee record in the human-resource area. Tell the person the user name and the first password by a private channel.

Worked example: adding Sunita as a cashier in two branches

ABC Traders has Head Office and Pokhara. Sunita will take payments in Head Office and sometimes work in Pokhara. The administrator opens User > Add:

Box	Entry	Why
User	sunita.rai	5 to 100 characters, no spaces, not used before. A name without an underscore avoids a clash with a similar name
Password, Confirm password	The first password you choose (not shown here)	At least 5 characters, the same in both boxes. Sunita changes it at the first sign in
First name, Last name	Sunita, Rai	The first name has at least 3 characters
Display name	Sunita Rai	The name shown for the user in the application
Email	sunita.rai@example.com	Where the reset link goes. No other user may have it
Branch	Head Office	The default branch: where Sunita starts at every sign in
Role	Cashier	The main role: it gives the menus and permissions
More branches	Pokhara ticked	The label reads "(1 More branches)". Sunita can switch to Pokhara
Start date, End date	Sunita's first working day, and the last day of the contract	Both are required and the start is not after the end
User login required?	Yes	Sunita signs in

After Save the list shows a new row: User sunita.rai with the e-mail under it, Branch Head Office, Role Cashier, Last logon Never logged in and Status Active.

The administrator tells Sunita the user name, the first password (by a private channel) and the company's sign-in address. At the first sign in the page shows Change password; after that Sunita lands on the dashboard of the Cashier role, sees the menus of that role, and finds Switch branch in the profile menu because two active branches are mapped (Sign in, first sign in and sign out, Work in another branch).

How the licence counts: with Maximum users 10 and nine active people who sign in, adding Sunita is accepted and the count becomes 10. Adding one more person who signs in is then refused with the message that the maximum was reached. A person added with User login required? at No, and anyone Inactive, is not in the count (How the licence decides what a company has).

Change a user

Choose Edit on the user's row. The user name cannot be changed (it is in the form's title) and the password fields do not appear: use Reset password (Change, reset and recover a password). Saving warns the user, who is signed out after a few seconds.

Common questions

The save says the maximum number of users is reached.

Deactivate someone who has left, or set User login required? to No for a person who never signs in. Otherwise ask Penahak for a larger licence (How the licence decides what a company has).

The user name is refused as already used, but nobody has it.

A name with an underscore (_) can clash with a similar existing name. Choose a name without an underscore.

A new user cannot sign in early in the morning of their start date.

On the start date itself sign-in works from about 05:45 Nepal time. When someone starts early, set the start date a day earlier.

Can a person sign in with their e-mail address?

No. The sign-in page asks for the User name set on this form.

Do I tick the default branch again under More branches?

No. The default branch is always one of the user's branches. More branches is only for the extra ones.

The save says the role is missing or switched off.

The Role must be an active role. Choose another, or activate it on Role (Roles).

The save says the e-mail address is already used.

Each user needs their own e-mail address. Use the person's own address, or correct the other user who has it.