User Roles & Permissions

C-Tax uses a role-based system to control what each user can see and do. This ensures that team members only have access to the features they need for their job.

Understanding Roles

There are four user roles in C-Tax:

Role Details

Owner

The Owner has complete access to everything in C-Tax.

What Owners Can Do:

• Access all features without restrictions
• Create, edit, and delete branches
• Add, edit, and remove users
• Assign roles to other users
• Configure VSCU devices
• View KRA logs and system diagnostics
• Process all transaction types (sales, purchases, stock)
• Manage insurance configurations
• Change all system settings

Typical Users: Business owners, company directors, IT administrators

Menu Access: All menu items visible

Admin

Admins have broad access but cannot perform some owner-only tasks.

What Admins Can Do:

• View and manage branches
• Add and manage users (except changing Owner)
• Process all transaction types
• Manage customers and items
• View and respond to KRA notices
• Configure insurance settings
• Change most system settings

What Admins Cannot Do:

• Configure VSCU devices
• View KRA API logs
• Delete the Owner account
• Perform some advanced system configurations

Typical Users: Office managers, senior accountants, branch managers

Menu Access: Most menu items except Devices and KRA Logs

Accountant

Accountants have access to financial and inventory features.

What Accountants Can Do:

• Create and view sales transactions
• Create and view purchase transactions
• Manage stock movements
• Handle import items
• View and manage customers
• Add and edit items/products
• View KRA notices
• Change their own account settings

What Accountants Cannot Do:

• Manage branches
• Add or edit users
• Configure devices
• Manage insurance settings
• Access administrative features

Typical Users: Bookkeepers, inventory managers, finance staff

Menu Access: Dashboard, Customers, Items, Sales, Purchases, Stock, Imports, Notices

Cashier

Cashiers have the most limited access, focused only on sales.

What Cashiers Can Do:

• Create sales transactions
• View their own sales
• View customers (read-only)
• View items/products (read-only)
• View KRA notices
• Change their own password and settings

What Cashiers Cannot Do:

• Create purchases or stock movements
• Manage customers or items
• Access any administrative features
• View other users’ transactions (unless allowed)

Typical Users: Point-of-sale operators, retail staff, sales assistants

Menu Access: Dashboard, Customers (view), Items (view), Sales, Notices

Role Comparison Chart

Managing Users (For Owners and Admins)

If you’re an Owner or Admin, you can manage users in the system.

Adding a New User

1. Go to Users in the sidebar menu
2. Click the “Add User” button
3. Fill in the user details:

4. Click “Save User”
5. The user can now log in with their email and password

Note: You cannot create Owner accounts through this form. Owner accounts are set up during initial company registration.

Editing a User

1. Go to Users in the sidebar
2. Find the user you want to edit
3. Click the three dots menu (⋮) at the end of their row
4. Select “Edit” from the dropdown
5. Update the user details in the dialog that appears
6. Click “Update User” to save changes

Changing a User’s Role

1. Go to Users in the sidebar
2. Find the user
3. Click Edit
4. Change the Role dropdown to the new role
5. Click Save

Note: Be careful when changing roles - the user will immediately gain or lose access to features.

Deleting a User

If someone leaves your company or should no longer have access:

1. Go to Users
2. Find the user
3. Click the three dots menu (⋮) at the end of their row
4. Select “Delete” from the dropdown
5. Confirm the deletion when prompted

Warning: This will permanently remove the user’s access. Their historical transaction records are preserved for audit purposes.

Finding Your Role

Not sure what role you have?

1. Click on your profile name in the top-right corner
2. Go to Settings or Profile
3. Your role will be displayed on your profile page

Or simply look at which menu items you can see - fewer items means a more restricted role.

Requesting Access Changes

If you need access to features you can’t currently see:

1. Contact your system administrator (usually the Owner)
2. Explain what feature you need and why
3. They can adjust your role or grant specific permissions

Security Best Practices

For All Users

• Never share your login credentials
• Log out when leaving your computer
• Report any suspicious activity immediately
• Use a strong, unique password

For Owners and Admins

• Only give users the access they need (principle of least privilege)
• Regularly review user accounts
• Remove or deactivate users who leave the company
• Keep track of who has Owner and Admin access

Next: Learn about the Dashboard to understand your home screen.