Users, roles, and access rights
Create accounts for your team, give each person a role, and fine-tune exactly what every page allows them to do.
Kaalchakra controls access in two layers that you manage from one screen: which pages a person can open, and what actions they can take there — read, add, update, delete, export, or bring data in. Both come from the person's role, and both can be fine-tuned per user.
The roles
| Role | Best for | What it allows |
|---|---|---|
| Master | An owner | Everything, always. Cannot be restricted. |
| Admin | A trusted manager | Every page, full actions. |
| Manager | Day-to-day supervisors | Operational pages with broad action rights. |
| Staff | Billing and entry operators | Daily transaction and master pages. |
| Viewer | Read-only stakeholders | Looking without touching. |
| CA | Your chartered accountant | Read and export across masters, transactions, vouchers, and reports — no changes, no messaging, no administration. |
Give your accountant the CA role
The CA role was designed for external accountants: they can read everything that matters and export it for working papers, but they can never modify your books.
An organisation can have more than one master
A master user can create additional master users, and can also promote an existing active user to master — useful when a business has several owners or partners. Master profiles are permanently protected: nobody, not even another master, can edit, block, delete, or demote a master account. Promotion is one-way and asks for confirmation, so choose these people carefully.
Create a user
- 1
Open the directory
Go to Administration → Users. The directory lists everyone with their role and status.
- 2
Add the person
Choose New user, enter their name, mobile number, and a starting password.
- 3
Pick a role
Start from the closest role above. The role gives them a sensible baseline immediately.
- 4
Fine-tune if needed
Open the Access rights matrix to adjust individual pages — see below.
- 5
Save
The person can sign in straight away with the number and password you set.
Add someone who already uses Kaalchakra
People can belong to more than one organisation with a single sign-in. If the person you want to add is already registered — for example they run or work in another organisation — a master can add them directly instead of creating a second account.
- 1
Open Add existing
In Administration → Users → Workspace, choose Add existing (only masters see this button).
- 2
Look them up
Enter the phone number or email they registered with and choose Check. A partially hidden preview of their name and contact details appears so you can confirm it is the right person.
- 3
Pick their role and add
Choose the role they should have in your organisation and confirm. Your organisation appears in their organisation switcher the next time they sign in or refresh.
Their sign-in stays their own
An added person keeps their existing password and contact details — being added never changes how they sign in, and nothing from their other organisations is shared with yours. Because their sign-in is shared across organisations, once a person belongs to more than one organisation only they can change their own password, phone, or email; administrators can still adjust their role, access rights, and status here. Blocking them here blocks them for your organisation only.
The Access rights matrix
In the user's management view, the Access rights matrix lists every functional page as a row, with six columns: Read, Add, Update, Delete, Export, Import. Read controls whether the page is visible at all; the other columns control the buttons and actions on it.
- Ticks the role already grants are shown as the baseline.
- Ticking extra boxes grants beyond the role; unticking revokes even what the role would normally allow.
- A revoke always wins over a grant — so you can hand someone the Manager role but still keep Delete away from them.
- Changes take effect from the person's next sign-in or session refresh.
Live, not frozen
Rights are computed from the role every time someone signs in. When you improve a role's defaults later, everyone with that role benefits automatically — per-user tweaks stay as deliberate exceptions.
Blocking and archiving
From the directory you can block a user (immediate stop, reversible) or archive them (kept for history, out of daily lists). Use block when someone leaves in a hurry; tidy up with archive later.
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