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Linking Users to Groups

Linking Users to Groups

User Access Control: Link User to Group

ℹ️

🔒 Security Impact

In simple terms, Link User to Group is the “Key Master” of your ERP. It allows the society secretary to decide which staff member or committee member can access which part of the system. This ensures that an Accountant can see money reports, but a Security Guard or Manager might only see the Notice Board.

âš¡ What is a “Group”? (Easy Explanation)

Think of your ERP like a secure building with many rooms:

  • The “Finance” Room: Contains bank balances and vouchers.
  • The “Master” Room: Contains member contact details.
  • The “Report” Room: Contains society summaries.

Instead of giving every person a single key for a single drawer, we create a Group Key (like a master key for the ‘Finance’ room). You simply “Link” a user to that group, and they can open everything in that room.

🗺️ How it Works: Step-by-Step 

graph TD
    U[Staff Member: Rahul] --> Link{Link to Group?}
    Link -- YES --> G[Admin Group]
    G --> R[Rahul gets full access]
    
    U2[Member: Mrs. Gupta] --> Link2{Link to Group?}
    Link2 -- YES --> G2[Member View Only]
    G2 --> R2[Only sees own info]
    
    style Link fill:#f9f,stroke:#333
    style Link2 fill:#f9f,stroke:#333

🛠️ 1. How to Link a User to a Group

  1. Access: Go to System Tools > Link User To Group.
  2. Find the Person: You will see a list of all names registered in the system.
  3. Add Roles: Click the Add (+) icon next to a person’s name.
  4. Choose the Group: Pick the category of keys you want to give them (e.g., “Accountant Group”, “Management Committee”, “Admin”).
  5. Save: Now, when that person logs in, their menu will change to only show the “rooms” they have access to.

🚫 2. How to Remove Access (Deny Roles)

If a staff member leaves or changes their job, you need to take away their “keys”:

  1. Select the View/Deny Roles icon (represented by an eye or checklist).
  2. Look at their current “Checked” roles.
  3. Uncheck any room or drawer you want them to stop seeing.
  4. Save: Their access is revoked instantly.

3. Why is this important? 📝

  • Privacy: You don’t want everyone to see how much money is in the society bank account.
  • Safety: It prevents someone from accidentally deleting an invoice or a member’s record.
  • Simplicity: Staff members feel less confused when they only see the buttons they actually need for their daily job.

4. Best Practices / Tips 💡

  • Use Standard Groups: Try not to create custom rules for every single person. Instead, create 3 types: Admin, Accountant, and View Only.
  • The “Eye” Check: Periodically click the View/Deny Roles button for all users. If you see someone with access they shouldn’t have, uncheck it immediately.
  • Audit Requirement: During your annual audit, the auditor may ask for a “User Access List.” You can print the screen from this module to show that only authorized people have access to financial data.
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