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User Management Guide

Complete guide to creating, managing, and configuring users in Dernetz ERP

Last Updated: November 5, 2025 | Version: 1.0
Quick Start
Add a New User in 3 Steps:
  1. Go to Settings → Users tab
  2. Click
  3. Fill in the form and click "Save"
Only Owners and Managers can create users!

Creating a New User

Step-by-Step Guide
Step 1: Basic Information
Name: Full name of the user
Email: Used for login and notifications
Step 2: Role & Status
Role: Determines permissions
Status: Active users can login
Department: Optional
Step 3: Password
Password: Leave blank to auto-generate
Auto-Generated Password: If you don't provide a password, the system will create a secure one automatically. The user can change it after their first login.
Important Notes
  • Email must be unique - Cannot use same email for multiple users
  • Managers cannot create Owners - Only existing Owners can create new Owner accounts
  • Default role is Energy Consultant - Choose appropriate role based on responsibilities

User Roles Explained

Role Best For Can See Can Do
Owner Business owners, directors Everything Everything (full control)
Manager Team leads, office managers All customers except Owner's Manage team, reassign customers
Sales Director Sales oversight All team customers View reports, analytics
Energy Consultant Standard team members Only own customers Create/edit own customers
Pricing Analyst Pricing specialists Only own customers Advanced pricing tools
Account Manager Customer relationship Only own customers Manage renewals, relationships

Editing Existing Users

How to Edit a User
  1. Go to Settings → Users tab
  2. Find the user in the list
  3. Click
  4. Modify the details
  5. Click "Save"
Restrictions:
  • Managers cannot edit Owner users
  • Managers cannot assign Owner role to users
  • Only Owners can delete users

Deactivating Users

When to Deactivate vs Delete:
Deactivate (Recommended):
  • User is on leave
  • User left company
  • Want to preserve history
Delete (Use Sparingly):
  • Test account
  • Duplicate account
  • Never actually used
How to Deactivate
  1. Edit the user
  2. Change Status to "Inactive"
  3. Save changes

Result: User cannot login but all their data remains intact.

Password Management

Resetting Passwords

To reset a user's password:

  1. Edit the user
  2. Enter new password in the Password field
  3. Save changes

Or click "Send Reset Email" to let them reset it themselves

Password Best Practices
  • ✅ Use strong passwords (8+ characters)
  • ✅ Mix letters, numbers, symbols
  • ✅ Don't reuse passwords
  • ✅ Change if compromised
  • ❌ Don't share passwords

Common Tasks

  1. Create user with appropriate role (usually Energy Consultant)
  2. Set status to Active
  3. Assign department if applicable
  4. Send welcome email with login credentials
  5. If needed, reassign some customers to them

  1. First: Reassign all their customers to another user
  2. Set status to Inactive
  3. Optionally delete user after grace period
  4. Remove from any shared email lists
Important: Reassign customers BEFORE deactivating to prevent data loss!

  1. Edit the user
  2. Change Role from "Energy Consultant" to "Manager"
  3. Save changes
  4. Result: User can now see all team customers and reassign leads
Role change is instant - they'll see more data immediately upon refresh

Troubleshooting

Problem Solution
"Email already exists" error Each user needs a unique email. Check if user already exists or use a different email.
Cannot create Owner user Only existing Owners can create new Owner accounts. Ask an Owner to create it.
User cannot see customers Check their role. If they're a Consultant, they only see their own customers. Try reassigning some customers to them.
Forgot password Owner/Manager can reset it via Edit User, or user can use "Forgot Password" on login page.
Cannot edit a user Managers cannot edit Owner users. Only Owners can edit other Owners.
Best Practices
✅ Security
  • Limit Owner accounts
  • Use strong passwords
  • Deactivate unused accounts
  • Review permissions regularly
✅ Organization
  • Use departments consistently
  • Keep email addresses professional
  • Document role assignments
  • Maintain user list
✅ Efficiency
  • Onboard promptly
  • Reassign before offboarding
  • Use appropriate roles
  • Keep user count lean
Related Documentation:
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