Users

What the Users function is for

Use Users to create and securely manage the people who can sign in to AkshaERP.

A User combines login identity with roles, organizations, operating locations, profile preferences, account-security state and login sessions. This makes Users a central part of AkshaERP security and multi-entity administration.

• Create new AkshaERP login users.
• Find, sort and review existing users.
• Assign business roles.
• Assign one or more organizations.
• Assign branches, warehouses and stores.
• Maintain profile preferences such as timezone and application language.
• Upload a managed profile picture.
• Activate or deactivate accounts.
• Reset passwords and unlock failed-login locks.
• Review and revoke active sessions.
• Review Activity and Account History.

Find and open a user

Open Access and choose Users. The list gives administrators a security-oriented view of each account.

Use search, sorting and paging to find the required user. Open a user by clicking the row or choosing Open from the row action menu.

Create a user

Choose Create User from the Users list. Enter the login identity and profile information, then assign the business access required for the person’s work.

A strong initial password is required. After the account is created, the user must change that administrator-set password at first login before normal ERP access is allowed.

Aksha Mail

Enter only the local name before the Aksha Mail suffix. AkshaERP adds @akshamail automatically in the current Users screen.

For example, entering accounts creates accounts@akshamail.

Profile and preferences

Profile & Preferences keeps the identity-related personal details needed by the application. Employment and personnel records should be maintained in HR Employee when an employee record is linked.

Profile picture

For an existing user, choose Upload beside Profile Picture. AkshaERP accepts PNG, JPG/JPEG and WEBP input images with a default maximum upload size of 5 MB.

AkshaERP processes the image and stores it as a managed ERP asset. Use Replace to change the picture or Remove to clear it.

Assign access

Administrators use the Access tab to decide where the user can work and what responsibilities the user can perform.

• Roles — assign only the business responsibilities the person needs.
• Organizations — define the business entities the user can work with.
• Branches — assign permitted branches within the user’s organizations.
• Warehouses — assign permitted warehouses within the user’s organizations.
• Stores — assign permitted stores within the user’s organizations.

Organizations and default context

A user can be assigned to more than one organization, with one organization maintained as the default working context.

Branches, warehouses and stores are assigned within organizations available to the user.

Account security

The Security tab gives administrators a consolidated view of account state and recent security information.

Activate and deactivate

Use Deactivate when a person should no longer be able to sign in. Deactivation revokes active sessions and blocks new login while retaining the user identity for traceability.

Use Activate to re-enable an inactive account. Old revoked sessions do not become active again.

Password reset

Administrators can reset another user’s password from the Security tab.

The reset can require the user to change that administrator-set password at the next login. Existing sessions are revoked as part of the password reset.

Failed login and account lockout

Repeated incorrect passwords are tracked. When the configured failed-login threshold is reached, the account is temporarily locked.

The Security tab shows failed-attempt and lock information. An administrator can use Unlock Account or Reset Failed Attempts when the action is available.

Sessions

The Sessions tab shows server-recognized login sessions instead of relying only on browser-stored tokens.

Session information helps administrators understand when and where a user is signed in and revoke access when required.

• Review client type, login time and last-seen time.
• Review expiry and session status.
• Review IP address and browser/device user agent when available.
• Revoke an individual session when permitted.
• Use Sign Out Everywhere to revoke all active sessions for the user.

Activity and Account History

Activity shows meaningful recorded activity performed by the user.

Account History focuses on actions affecting the user identity and security state, helping administrators investigate access or support questions.

• User creation and updates.
• Role or organization/location access changes.
• Login failures and account locks.
• Activation and deactivation.
• Password resets.
• Session revocation.

Save, Apply and Close

If the screen stops you from saving

The Users screen validates important identity and profile information before saving. Correct the displayed message and try again.

• Username is required and must be unique.
• Email must be valid and unique.
• Aksha Mail must be unique.
• First Name is required.
• Phone Number must contain between 7 and 15 digits.
• Date of Birth must use DD-MM-YYYY when entered.
• A new user requires a strong initial password.
• Password confirmation must match.
• Timezone and Language must come from configured selections.

Recommended setup sequence

For a new business user, use a simple sequence that keeps identity and access easy to review.

• Create the login identity and profile information.
• Use Save or Apply to create the User ID.
• Upload a profile picture if required.
• Assign the required organization or organizations.
• Choose the correct default organization.
• Assign required branches, warehouses and stores.
• Assign only the roles the person needs.
• Review the Security tab.
• Have the user sign in and change the initial password.
• Verify the user can see the intended functions and data.

Good administration practices

• Give each person their own User account.
• Use least-privilege role and location access.
• Deactivate leavers instead of deleting identities with history.
• Review Sessions when unusual access is suspected.
• Review Account History after important account-security changes.
• Keep profile timezone aligned with the user’s normal working location.