Invite your team and pick roles
Multiple users, role-based access, module-level permissions. Get this right early so people see only what they need.
Vendly supports unlimited users, each with their own login, password, role and module access. Set up users by role rather than by name — that way as people come and go, the role's permissions don't drift.
Roles vs users
- A USER is a real person with a login.
- A ROLE is a bundle of permissions that grants access to specific modules and actions.
- Each user is assigned ONE role. Two users with the same role have identical capabilities.
- Roles are reusable — defining 'Accountant' once means every accountant joining the team gets the same access without you having to remember it.
Default roles Vendly ships with
| Role | Typical user | Can do |
|---|---|---|
| Owner / Admin | Founder | Everything in every module + manage users + close periods |
| Accountant | Bookkeeper / accountant | Invoicing, accounting, banking, payroll, reports; no user mgmt |
| Sales | Sales rep | CRM + invoicing; sees own leads only unless promoted |
| Cashier / Counter | Retail counter staff | Issue invoices, record M-Pesa receipts; no reports or finance |
| Warehouse | Stores team | Receive GRN, run stock takes, see stock; no invoicing or finance |
| HR | HR officer | Employees, payroll, payslips; no finance reports |
| Employee Portal | Every employee (self-service) | View own payslips, request leave, see own attendance — nothing else |
Inviting a user
Open Users
UsersClick Invite User
Enter email + name + role. Vendly emails them an invitation link. They click, set a password and log in.
Optionally restrict module access further
Even within a role, you can scope down — e.g. a Cashier who can only see their own branch's invoices, or a Warehouse user limited to one specific warehouse.
When to create a CUSTOM role
If your role needs don't match one of the defaults, define a custom role. Common reasons:
- Branch manager — full visibility of one branch only, none of the others.
- Procurement officer — purchasing, GRN, supplier mgmt; no sales or finance.
- Auditor — read-only access to everything, no mutations.
- Field rep — create leads + draft quotations; needs approval to issue invoices.
Open Roles & Permissions
Roles & PermissionsDon't share logins. Every user gets their own login — audit trails depend on it. Two people sharing one login means you can't tell which of them issued the bad invoice / approved the wrong payment / changed the price.