A new colleague joins and needs to be in Odoo. The temptation is to quickly copy the same rights as your own — and suddenly everyone is an admin. Don't: one wrong click in developer mode or in the accounts can turn out badly. Here is how to give a new user exactly enough access, and not an ounce more.
Creating the new user
Go to Settings → Users & Companies → Users and click New. Fill in the name and email address; the colleague automatically receives an invitation to set a password. Note: every internal user counts towards your Odoo licence — someone who only needs to view a document now and then can often make do with portal access.
Choosing the right role per module
Under Access Rights you set a role per module. Activate only what the job requires:
- Salesperson: Sales → User: Own Documents Only — sees only their own quotations and orders.
- Sales manager: Sales → User: All Documents or Administrator for team management.
- Bookkeeper: Accounting → Accountant; leave the rest empty.
- Warehouse worker: Inventory → User, and nothing else.
Rule of thumb: start tight. Adding rights when someone runs into a wall takes no time at all; working out who can do too much is an afternoon's work.
Working with template users
Create one template user per role — for example "Template Sales", "Template Warehouse" and "Template Accounting" — with exactly the right rights, and set them to inactive so they don't cost a licence. When a new salesperson joins, you duplicate "Template Sales" and change only the name and email. That saves ten minutes of clicking per new hire and prevents rights from a previous colleague lingering by accident.
Finally
Practical tip: run through the user list every quarter. Deactivate departed employees, check roles, done in ten minutes. Unsure about the right rights structure for your team? Contact DAADit Group — we will gladly help you get started.
Questions about your Odoo implementation? Start the free Business Scan.
Start the Business Scan →A new colleague is joining and needs access to Odoo. The temptation is to quickly copy your own permissions — and suddenly everyone is an admin. Don't: one wrong click in Developer Mode or in Accounting can turn out badly. Here is how to give a new user exactly enough access, and not an ounce more.
Creating the new user
Go to Settings → Users & Companies → Users and click New. Enter the name and email address; your colleague automatically receives an invitation to set a password. Note: every internal user counts towards your Odoo licence — someone who only needs to view the occasional document can often make do with portal access.
Choosing the right role per module
Under Access Rights you set a role per module. Only activate what the job requires:
- Salesperson: Sales → User: Own Documents Only — sees only their own quotes and orders.
- Sales manager: Sales → User: All Documents or Administrator for team management.
- Bookkeeper: Accounting → Accountant; leave the rest empty.
- Warehouse operator: Inventory → User, and nothing else.
Rule of thumb: start tight. Adding a permission when someone hits a wall takes seconds; figuring out who can do too much takes an afternoon.
Working with template users
Create one template user per role — for example "Template Sales", "Template Warehouse" and "Template Accounting" — with exactly the right permissions, and set them to inactive so they don't consume a licence. When a new salesperson joins, duplicate "Template Sales" and only change the name and email. It saves ten minutes of clicking per new hire and prevents permissions accidentally lingering from a previous colleague.
To finish
Practical tip: review your user list every quarter. Deactivate departed employees, check the roles, done in ten minutes. Unsure about the right permission structure for your team? Contact DAADit Group — we are happy to help you on your way.
Questions about your Odoo implementation? Take the free Business Scan.
Start the Business Scan →