Users, Roles & Permissions
Stokly supports multi-user collaboration with a granular permission system and a set of pre-built role templates.
Role templates
The following role templates are provided out of the box:
| Role | Typical user | Scope |
|---|---|---|
| Administrator | You / the owner | Everything, including user management |
| Owner | Company owner | Everything except platform admin |
| Manager | Operations manager | Sales, purchases, reports, limited settings |
| Sales Rep | Sales team | Quotes, invoices, customers, products (view) |
| Accountant | External accountant | Full bookkeeping, VAT, reports — no HR/Payroll |
| Bookkeeper | Bookkeeper | Day-to-day transactions, limited reporting |
| Inventory Manager | Stock controller | Products, stock adjustments, purchases |
| Payroll Manager | HR / payroll | Full HR & Payroll; no accounting |
| Employee | Any staff member | Employee portal only (own payslips + leave) |
| View Only | Auditor, investor | Read-only across all enabled modules |
Inviting a user
- Go to Users → Invite User (Administrator only).
- Enter email, first name, and last name.
- Select a role template (or create a custom set of permissions).
- Send the invite — the user receives an email with a link to set a password.
Custom permissions
If the role templates don't fit, assign individual permissions from the full list (over 80 fine-grained permissions grouped by module). You can save a custom set as a new template.
Approval workflows
For sensitive actions, you can require approval before posting:
- Expenses over a threshold
- Journal entries (manual only)
- Credit notes
Configure under Settings → Approval Workflows. Approvals appear in the approver's inbox and on the dashboard.
Audit trail
Every sensitive action (create, edit, delete, approve, post) is logged. View it on the dashboard activity feed or under Settings → Audit Trail for filtered searches.
Employee-only users
Users with only the EmployeePortalAccess permission are automatically redirected to their personal portal on login. They never see the business dashboard or menus.