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Creating A User

Creating a New User in Every Branch

Purpose

This process is used when you need to create a new staff/user account in the Bylon system and give that user access to the appropriate branch and warehouse/store location.

For a user to work correctly within a particular branch, you need to complete three main stages:

  1. Create the staff/user account and assign the required permissions.

  2. Complete the HR records by assigning the branch and staff details.

  3. Assign the staff to the correct store location/warehouse so that they can access and work with that branch.

Important: Creating the staff account alone is not enough. The user must also be assigned to the correct branch and store location.

Step 1: Create the New Staff/User

1. Open Setup

From the Bylon system menu:

  • Go to Setup.

  • The Setup section contains system configuration options, including staff and user management.

2. Click Staff

  • Under Setup, click Staff.

  • This will open the staff management section where existing staff can be viewed and new staff members can be created.

3. Click New Staff

  • Click New Staff to open the staff creation form.

  • This is where you enter the basic information of the person you want to create as a user.

4. Fill in the Staff Details

Enter the required information in the relevant fields.

Make sure the information is entered accurately, especially the staff's name and contact details, because these details will be used to identify the user within the system.

Step 2: Assign User Permissions

After entering the staff details:

1. Click Permission

  • Click the Permission option.

  • Permissions determine what the user is allowed to do in the Bylon system.

For example, if you are creating a user who will work as a Sales Representative, the user should be given permissions that allow them to perform the activities required for their role.

2. Select the Appropriate Role/Permissions

Assign permissions according to the staff member's responsibilities.

For example:

Sales Representative

  • Access sales-related functions.

  • Create or manage sales orders where permitted.

  • Access the sales functions required for their work.

  • Perform only the activities allowed by the assigned permissions.

Important: Do not give users permissions simply because they are available. Assign permissions based on the person's actual job responsibilities. This helps maintain system security and proper control of company information.

Step 3: Set the User Password

After assigning permissions, set the password for the new user.

1. Go to the Password Field

  • Locate the Password field.

  • You may see a round-arrows icon next to the password field.

2. Generate/View the Password

  • Click the round arrows.

  • The system will generate a password, which will appear as dots in the password field.

3. Click the Eye Icon

  • Click the eye icon next to the password field.

  • This allows you to view the password instead of seeing dots.

4. Change to the Preferred Password

  • Replace the generated password with the preferred password for the new user.

  • Ensure the password is entered correctly.

Security tip: Use a password that is difficult for other people to guess. Avoid using simple passwords such as 123456, the user's name, or the company name.

5. Submit the Staff Record

Once all the required staff information, permissions, and password details have been completed:

  • Review the information.

  • Click Submit.

The staff/user account has now been created.

However, the process is not yet complete. You still need to assign the user to the appropriate branch and store location.

Step 4: Assign the User to the Correct Branch

After creating the staff account, you need to add the user's branch and other HR information.

1. Go to Staff Details

  • Navigate to Staff Details.

  • This section allows you to manage additional information about staff members who have already been created.

2. Click HR Records

  • Click HR Records.

  • HR Records contains additional employment information and organizational details for the staff member.

3. Search for the User

  • Use the search function to find the staff member you have just created.

  • Search using the user's name or another available identifying detail.

4. Click Edit

  • Once you find the correct user, click Edit.

  • This allows you to add or update the user's HR information.

Step 5: Complete the User's HR Information

Enter the required information, including:

Branch

Select the branch where the staff member will work.

For example:

If the staff member works at the Lavington Branch, select Lavington as the user's branch.

The branch is important because it determines the organizational location associated with the staff member.

Staff Code

Enter the appropriate staff code.

The staff code is used as an identifier for the employee within the organization.

Gender

Select the staff member's appropriate gender information.

Job Position

Select or enter the user's job position.

For example:

Sales Representative

The job position helps identify the employee's role within the organization and provides a clear HR record.

Submit

After completing the required HR information:

  • Review the details.

  • Confirm that the correct branch has been selected.

  • Click Submit.

The staff member is now associated with the selected branch.

Step 6: Assign the Staff to the Branch's Store Location

The final step is to assign the staff member to the appropriate store location.

This is important because the branch and its store/warehouse location need to be correctly linked to the staff member for them to work with the relevant stock and transactions.

1. Go to Warehouse Hub

From the main menu:

  • Open Warehouse Hub.

2. Click Store Locations

  • Select Store Locations.

  • This section contains the different stores or warehouse locations configured in the system.

3. Search for the Branch

Use the search function to find the relevant branch or store location.

For example:

Search for Lavington.

Make sure you select the correct store location, especially if the company has several branches with similar names.

4. Click Edit

  • Once you find the correct store location, click Edit.

  • This opens the store location settings.

5. Open the Staff Assignment Option

  • Click the drop-down menu.

  • Select Assign to Staffs.

This option allows you to specify which staff members are assigned to that particular store location.

6. Assign the New Staff Member

  • Find the staff member you have just created.

  • Select the staff member and add them to the store location.

For example:

Store Location: Lavington
Assigned Staff: New Sales Representative

7. Assign Yourself

If required for system administration or management purposes:

  • Also assign yourself to the same store location.

This ensures that you can access or manage the store location when necessary.

8. Submit

After assigning the required staff:

  • Review the selected staff members.

  • Confirm that the correct branch/store location has been selected.

  • Click Submit.

Complete Process at a Glance

When creating a new user for a branch, follow this order:

1. Setup → Staff → New Staff

  • Enter staff details.

  • Assign permissions.

  • Set the password.

  • Click Submit.

2. Staff Details → HR Records

  • Search for the new user.

  • Click Edit.

  • Assign the branch.

  • Enter staff code.

  • Select gender.

  • Assign job position.

  • Click Submit.

3. Warehouse Hub → Store Locations

  • Search for the relevant branch/store.

  • Click Edit.

  • Select Assign to Staffs.

  • Assign the new staff member.

  • Assign yourself if required.

  • Click Submit.

Why All Three Steps Are Important

Creating a user involves more than simply creating a username and password.

Stage Purpose
Create Staff Creates the employee's user account in Bylon.
Assign Permissions Determines what the user can access and do in the system.
HR Records Links the employee to their branch and employment details.
Store Location Assignment Gives the staff member access to the relevant branch/store location.

Key Point

Always ensure that the user's Staff record, HR branch, permissions, and Store Location assignment correspond with each other.

For example, if a Sales Representative works at Lavington Branch, the user should have:

  • The correct staff account

  • The correct Sales Representative permissions

  • Lavington assigned as their branch

  • The correct staff code

  • The correct job position

  • Lavington Store Location assigned to them

This ensures that the user is properly configured and can perform their duties within the correct branch.

Summary: Creating a New User in Every Branch

  1. Create the Staff User
    • Go to Setup → Staff → New Staff.
    • Fill in the staff details.
    • Click Permission and assign the appropriate permissions, e.g. Sales Representative.
    • Set the user's password and click Submit.
  2. Assign the User to a Branch
    • Go to Staff Details → HR Records.
    • Search for the newly created user and click Edit.
    • Assign the branch, staff code, gender, and job position.
    • Click Submit.
  3. Assign the User to the Store Location
    • Go to Warehouse Hub → Store Locations.
    • Search for the relevant branch, e.g. Lavington.
    • Click Edit → Assign to Staffs.
    • Assign the newly created staff member and yourself where required.
    • Click Submit.

In short: Create the user → Assign permissions → Set password → Assign branch and HR details → Assign the user to the correct store location.

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