Add users and set what they can do (roles)

Each person should have their own login. Never share a password. The Activity Log then shows exactly who did what.

Where: Administration › User Management.

The users list

• Tabs: All, Staff and Employee Portal.
• Search by name or email, and filter by Role and Status (active, disabled or locked).
• Each row shows the role, what the person can reach, two-factor, and status.
• A Link hint appears when a staff login has the same email as an employee record. One click links them, so that person gets My HR (their own clock in, leave and payslips).

Add a user

1. Click + Add User.
2. Choose what kind of login this is:
   • Staff: works in the company side (sales, accounting, HR, projects). What they can open comes from their role. If they are also on payroll, pick their employee record under Also on payroll? Link to employee. They then get My HR, with their own records only.
   • Employee portal only: sees only their own payslips, leave, attendance, 13th month, 2316 and kiosk PIN. No role, no company pages. Pick the employee; the name and email fill in from the employee record.
3. Choose how they get a password:
   • Email an invite (recommended): they get a link to set their own password. The link works once and expires after 7 days. Nobody else ever sees the password.
   • Set a password now: at least 10 characters, with upper and lower case letters and a number. Give it to them privately.
4. Click Save.

Your plan sets how many users you can have. See Plan and billing.

Roles

Click Roles to create roles such as Bookkeeper, Cashier, HR Officer or Project Manager.

1. Start from a ready-made role (optional): Accountant / Bookkeeper, Cashier / Sales, Purchasing, HR Officer, Payroll Officer, Payroll Approver, External Auditor (view only) or Project Manager. You can change any tick after.
2. Give it a Role name.
3. Tick what this role needs. Permissions are grouped by area (Sales and customers, Purchases and expenses, Accounting and reports, HR and payroll, Projects and CRM, Company and admin), each with a short description.
4. Require two-factor authentication: recommended for anyone who can see payroll or bank accounts.
5. Save.

To make a similar role, use Copy on the roles list: the new role starts with the same ticks.

Godo warns you about risky combinations, for example one role that can both prepare and approve payroll, or both record entries and close periods. You can still save; the warning is there so you decide on purpose.

Built-in protections

• The Admin role always has full access. It can't be reduced, renamed or deleted, so you can never lock everyone out.
• You can't remove User Management from your own role, because you would lose access to this page.
• You can't disable your own account.

When someone leaves

Open the user and Disable them. They can no longer sign in, and their name stays on everything they did.

A user who has records in the system (invoices, entries, payroll and so on) can't be deleted: the account is kept for the audit trail. Use Disable instead. Only a login that never did anything can be deleted.

Separated employees

For employee-portal logins, choose what happens when HR marks an employee as separated: view-only for 1 year (recommended), 6 months or 3 months and then disabled, or disabled right away. View-only lets them still download their payslips and 2316. See Employee portal logins and invites.

Client logins are separate

Your clients' portal logins never appear in User Management. That list is for your staff and employees only. Invite and manage clients in Projects & CRM › Client Portal. See Client Portal logins, customer contacts and groups.