User Management

User Management covers two separate administrative surfaces: System Users (login accounts) and Employees (HR records). Each is accessed from the System menu and requires its own permission.

System Users

System → System Users - requires permission 74 (System Users List)

The System Users page (page title: All User List) lists all login accounts with each user’s name, group, and active status.

Adding a New User

1. Navigate to System → System Users

2. Click Add User

3. Fill in the user form:

   Field	Notes
   User ID	Leave blank - assigned automatically
   Login Name	Must be unique; must match Employee Login Name if linking to an employee record
   Password	Displayed as asterisks; record it before saving
   Group	Determines permissions within Inventory Pro
   Supplier ID	Restrict this user to one supplier’s items (leave blank for all)
   Customer ID	Restrict this user to one customer’s orders (leave blank for all)
   Employee ID	Links the user to an employee record for purchasing limits and salesperson attribution
   Use this Account	Check to enable; uncheck to disable
   Warehouse	Restrict to one warehouse (leave blank for all warehouses)
   Read Only Mode	Prevents data modification
   Home Page	Defaults to Item Master List; change by entering a page path

4. Click Save

Disabling a User Account

1. Navigate to System → System Users
2. Click the user’s login name to edit
3. Uncheck Use this Account
4. Click Save

Re-enable by checking Use this Account and saving again. Disabling an account does not delete historical data or transaction records.

Employees

System → Employees - requires permission 70 (Employee List)

The Employees page (page title: Active Employee List) lists HR-level staff records. These are distinct from user login accounts. An employee record tracks purchasing and sales involvement and can be linked to a user account via a matching Login Name.

Adding an Employee

1. Navigate to System → Employees

2. Click Add New Employee

3. Fill in employee details:

   Field	Notes
   Salesperson	Check if this employee enters shipping orders
   Buyer	Check if this employee enters purchase orders
   Buyer Approval Amount	Maximum PO value this buyer can approve
   Login Name	Must exactly match the linked user account’s login name

4. Click Save

Important: The Login Name must match the user account login exactly, or employee actions won’t be properly recorded.

Password Management

Self-Service: Change Your Own Password

System → Change Password

1. Enter your Current Password in the Old Password field
2. Enter your New Password
3. Re-enter in the Repeat New Password field
4. Click Change

The change fails if the current password is wrong or the new passwords don’t match.

Administrative Password Reset

1. Navigate to System → System Users
2. Click the user’s login name
3. Enter a new password in the Password field
4. Click Save
5. Communicate the new password to the user securely

Account Lockouts

Inventory Pro has two separate lockout mechanisms.

User Account Lockout

Triggered by repeated failed password checks on an individual account. The account locks automatically.

To unlock:

1. Navigate to System → System Users
2. Use the Locked Out status filter
3. Open the locked account
4. Toggle Use this Account off, then back on
5. Optionally reset the password
6. Click Save

Network Lockout (Brute Force Protection)

Triggered when too many failed login attempts occur from a single network location within a short window. This can block all users at the same office location simultaneously.

Symptoms: Multiple users at the same location cannot log in even with correct credentials.

To reset:

1. Navigate to Utilities → Other Utilities → Maintenance
2. Click Reset Lockout Session (requires Super Admin access)

Adjust the Max Login Attempts threshold in Security Options if a shared office location triggers this frequently.

Granting Access to Blocked Pages

If System Users or Employees returns Access Denied:

1. Navigate to System → Group Permissions
2. Select the affected group
3. Enable the required permission for the page you need to access:
   • 74 - System Users List for the System Users page
   • 70 - Employee List for the Employees page
4. Click Save and reload the page

Related Topics

• Group Management - Configure permission groups assigned to user accounts
• Security - Permission settings and access control
• Administration - Administration overview