Permissions Reference

eSecured ERP Platform uses role-based access control. Each role has a defined set of permissions. Admins can adjust role permissions from the Roles & Permission Matrix inside Settings → Users & Access.

Module-scoped permissions

The Roles page automatically shows only permissions that are relevant to your active modules. If your tenant does not have the Accounting module enabled, accounting permissions are hidden from the list — they cannot be accidentally granted and do not clutter the interface. The table below reflects all permissions across every tenant-facing module.

currency.view and currency.manage are the exception — Currency management (exchange rates) is available to every tenant regardless of licensed modules, since Quotations, Requisitions, Purchase Invoices, Expenses, and Income all support per-document currency.

POS Manager and POS Cashier are two dedicated roles for the Point of Sale → module, alongside the six general-purpose roles below. They only appear on tenants with the POS module active, and each lands on its own dashboard (pos-manager-dashboard / pos-cashier-dashboard) instead of the generic Business Dashboard.

Front Desk and Housekeeping are two further dedicated roles for the Hotel Management → module. Front Desk covers reservations, check-in/out, and guest folios (no room/room-type management, no financial reports); Housekeeping is deliberately the narrowest role in the system — room status only. Front Desk lands on the Hotel Dashboard, Housekeeping lands straight on the Housekeeping Board.

HR Officer is a dedicated role for the HR & Payroll → module — employee records, running and approving payroll, and leave approvals. It holds every HR permission except employee.delete and payroll.void, which stay Tenant Admin-only. HR Officer lands on the HR & Payroll Dashboard by default.

Hostel Manager is a dedicated role for the Student Hostel → module — day-to-day hostel operations: rental units, occupants, and signing/ending leases. It isn't shown as its own column in the matrix below (it only holds dashboard.view, invoice.view, and all of unit.*/occupant.*/lease.*, already shown as ✓ for Tenant Admin in those rows), but it is a real, separate role with no access to anything else — no Logistics, Accounting, or POS permissions.

Several rows below only show up once the matching option is switched on for your company: Trading (po.* needs Trading; so.* needs Sales Orders), Internal Supplies (supplies.* — your admin can turn it on under Settings → System → Early Access Features), Staff Loans (loan.*, inside HR & Payroll), and Driver Allowances (allowance.*, Logistics tenants).

Not covered below: lead.view, lead.viewAll, lead.create, lead.edit, lead.delete, lead.createDemo, lead.sendMessage, visit.create, visit.edit, playbook.manage — these back Field Activity, an internal-only sales-tracking tool for eSecured's own team, not a customer-facing module. They aren't self-activatable and won't appear for your tenant. playbook.manage specifically controls editing the Sales Playbook (contract template, call scripts, email templates) — it's deliberately separate from the broad settings.manage (Organization Settings) permission, so an admin can hand a rep playbook-editing rights without also handing them control of company branding. lead.createDemo is a separate, more consequential permission than lead.edit — it provisions a real demo tenant plus a real login and emails the credentials to the client, straight from a Lead. It's hardcoded to work only for the esecured-internal tenant regardless of module license, feature flag, or permission state, so it will never be usable by a customer tenant even if Field Activity/CRM is sold more broadly in the future.

vfd.view/vfd.manage are shown below like any other permission, but the feature they're meant to gate — TRA VFD/EFD Fiscalization → — is currently opt-in and enabled per tenant by eSecured, not self-activatable from the Platform Modules page. Contact your account manager if you want it turned on. Note that as of this writing, the app doesn't yet actually check vfd.view/vfd.manage anywhere in the UI — the fiscalization panel, Regenerate action, fiscal QR block, and Z-Report page are all gated by other means (the feature flag, invoice state) instead, so any user who can otherwise reach those screens can currently use them regardless of whether their role holds these two permissions.

expense.approve and purchase.approve below control who is allowed to approve an Expense or Purchase Invoice. Requisitions work differently: approval authority is split into four stage-specific permissions (requisition.approve.hod/.finance/.gm/.md, see below) granted per person through Settings → Users & Access → Approval Authority rather than through a role — the older, single requisition.approve permission still exists but doesn't grant approval authority at any specific stage. Separately, a different setting controls who is actually notified when something needs approving: see Settings → Notifications → Approval Queue Notifications (Notification bell →) to pick which roles get emailed or texted the moment an Expense, Requisition, or Purchase Invoice needs approval; holding an approval permission doesn't by itself add you to that notification list.

Dashboard widgets are permission-gated too

The main Dashboard isn't just gated by which modules your tenant has active — each widget also checks the viewing user's permissions, so two people at the same company can see different dashboards:

Widget	Requires
Total Revenue, Net Profit, Estimated VAT Position	financial.view
Expenses (Approved), Pending Approvals stat, expense-type notifications	expense.view
Active Jobs Profitability	job.view
Vendor Portfolio Summary	vendor.manage
"Today at a Glance" items	the matching entity permission (trip.view, requisition.view, job.view, invoice.view, gl.view, clearing.view, quotation.view)
Quick Action buttons	the create/manage permission for their destination (e.g. job.create, gl.post)
Expiry-type compliance notifications	fleet.view or clearing.view

A widget with no matching permission simply doesn't render — sections collapse rather than showing an empty card.

Default role permissions

Permission	Tenant Admin	Operations	Accountant	Driver	Read-only	Marketing	POS Manager	POS Cashier	Front Desk	Housekeeping	HR Officer
dashboard.view	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓
Customers
customer.view	✓	✓	✓		✓	✓
customer.create	✓
customer.edit	✓
customer.delete	✓
Jobs
job.view	✓	✓	✓		✓
job.create	✓	✓
job.edit	✓	✓
job.delete	✓
Trips
trip.view	✓	✓	✓	✓	✓
trip.create	✓	✓
trip.edit	✓	✓
trip.delete	✓
trip.assign	✓	✓
Invoices
invoice.view	✓	✓	✓		✓
invoice.create	✓		✓
invoice.edit	✓		✓
invoice.delete	✓		✓
invoice.approve	✓		✓
Expenses
expense.view	✓	✓	✓	✓	✓		✓	✓
expense.create	✓	✓		✓			✓	✓
expense.edit	✓						✓
expense.delete	✓
expense.approve	✓		✓
expense.categories.manage	✓
expense.cashout.create	✓						✓	✓
expense.editStore	✓
expense.void	✓
Quotations
quotation.view	✓	✓				✓
quotation.create	✓	✓
quotation.edit	✓
quotation.approve	✓
quotation.delete	✓
Requisitions
requisition.view	✓	✓	✓
requisition.create	✓	✓
requisition.edit	✓
requisition.approve	✓		✓
requisition.convertToPurchase	✓		✓
requisition.approve.hod
requisition.approve.finance
requisition.approve.gm
requisition.approve.md
Fleet
fleet.view	✓	✓			✓
fleet.manage	✓
Containers
container.view	✓	✓
container.create	✓	✓
container.edit	✓	✓
container.delete	✓
Workshop
workshop.view	✓	✓
workshop.manage	✓
Clearing
clearing.view	✓	✓	✓		✓
clearing.manage	✓	✓
Other
vendor.manage	✓	✓	✓
route.manage	✓	✓
report.view	✓	✓	✓		✓
user.manage	✓
settings.manage	✓
billing.manage	✓
session.manage	✓
Currency
currency.view	✓	✓	✓		✓
currency.manage	✓	✓	✓
Accounting
accounts.view	✓		✓		✓
accounts.manage	✓
gl.view	✓		✓		✓
gl.post	✓		✓
gl.void	✓		✓
financial.view	✓		✓		✓
bank.view	✓		✓
bank.manage	✓
bank.reconcile	✓		✓
posting.manage	✓		✓
Items & Purchasing
items.view	✓		✓				✓
items.manage	✓		✓
items.categories.manage	✓
purchase.view	✓		✓				✓
purchase.create	✓		✓				✓
purchase.edit	✓		✓
purchase.approve	✓		✓
purchase.delete	✓		✓
Point of Sale
pos.sell	✓	✓					✓	✓
pos.void	✓						✓
pos.void.posted	✓						✓
pos.register.open	✓	✓					✓	✓
pos.register.close	✓	✓					✓	✓
pos.reports.view	✓	✓	✓		✓		✓	✓
pos.reports.viewFinancials	✓	✓	✓				✓
pos.reports.reconcile	✓						✓
pos.audit.view	✓
stock.adjust	✓						✓
branch.view	✓						✓
branch.manage	✓						✓
branch.viewAll	✓
branch.delete	✓
Hotel Management
room.view	✓								✓
room.create	✓
room.edit	✓
room.checkin	✓								✓
room.checkout	✓								✓
reservation.view	✓								✓
reservation.create	✓								✓
reservation.edit	✓								✓
reservation.cancel	✓								✓
housekeeping.view	✓									✓
housekeeping.update	✓									✓
folio.view	✓								✓
folio.charge	✓								✓
folio.close	✓								✓
Diesel Yard
fuel.view	✓	✓	✓		✓
fuel.issue	✓	✓
fuel.reports.view	✓		✓		✓
Spare Parts
part.view	✓	✓	✓		✓
part.issue	✓	✓
part.reports.view	✓		✓		✓
Trading (Purchase & Sales Orders)
po.view	✓	✓	✓
po.create	✓	✓
po.receive	✓	✓
po.cancel	✓		✓
so.view	✓	✓	✓
so.create	✓	✓
so.convert	✓		✓
so.cancel	✓		✓
Driver Allowances
allowance.view	✓	✓	✓
allowance.create	✓	✓
Internal Supplies
supplies.request	✓	✓	✓		✓
supplies.authorize	✓	✓
supplies.reports.view	✓	✓	✓		✓
Student Hostel
unit.view	✓				✓
unit.create	✓
unit.edit	✓
occupant.view	✓				✓
occupant.create	✓
occupant.edit	✓
lease.view	✓				✓
lease.create	✓
lease.edit	✓
lease.terminate	✓
Fixed Assets
asset.view	✓		✓
asset.create	✓		✓
asset.edit	✓		✓
asset.delete	✓		✓
asset.depreciate	✓		✓
asset.dispose	✓		✓
Platform Modules
modules.view	✓	✓	✓		✓	✓
modules.request	✓
modules.manage	✓
Backup
backup.view	✓
backup.create	✓
backup.download	✓
backup.restore
VFD Fiscalization
vfd.view	✓		✓		✓
vfd.manage	✓
HR & Payroll
employee.view	✓				✓						✓
employee.create	✓										✓
employee.edit	✓										✓
employee.delete	✓
leave.view	✓				✓						✓
leave.create	✓										✓
leave.edit	✓										✓
leave.approve	✓										✓
payroll.view	✓										✓
payroll.run	✓										✓
payroll.approve	✓										✓
payroll.void	✓
payslip.view.all	✓										✓
payroll.settings.manage	✓										✓
payroll.reports.view	✓				✓						✓
payroll.export	✓										✓
attendance.view	✓										✓
attendance.create	✓										✓
attendance.edit	✓										✓
loan.view	✓										✓
loan.manage	✓										✓

warning

backup.restore is not granted to any role by default — including Tenant Admin. It must be explicitly assigned via the Roles & Permission Matrix inside Settings → Users & Access. All four backup permissions (backup.view/create/download/restore) are also effectively locked to the Tenant Admin role specifically on the backend, regardless of what the matrix shows for other roles — see Backup & Restore → for the full explanation.

Permission descriptions

Permission	Description
dashboard.view	Access the main dashboard
customer.view/create/edit/delete	Manage customer records
job.view/create/edit/delete	Manage freight jobs. job.edit is reserved for a future job-editing feature — there's no UI action it gates today, so it has no visible effect either way.
trip.view/create/edit/delete	Manage truck trips
trip.assign	Assign trucks and drivers to trips
invoice.view/create/edit/delete	Manage invoices
invoice.approve	Approve and post a sales invoice, or reject it with a reason — only matters when Settings → Invoicing & Tax → Invoice Approval is turned on. Without it, a user who creates an invoice can only submit it for approval
expense.view/create/edit/delete	Manage expenses
expense.approve	Approve or reject expense requests
expense.categories.manage	Add, rename, and remove the operational and general expense category lists used across Expenses, Purchase Invoices, Items, and Posting Setup
expense.cashout.create	Record cash taken from a POS register during a shift (the Cash Out button on Checkout, or a Store-till expense on the regular Expense form) — posts immediately, no approval needed unless the tenant has turned on Settings → Point of Sale → Cashier Expense Approval. Editing one afterward still requires expense.edit
expense.editStore	When editing an expense, change which store's till (or no store) it counts against — including an already-closed register session
expense.void	Reverse an approved or till-linked expense after the fact, with a reason. The record is kept for audit but drops out of till, Profit & Loss, and VAT totals
quotation.view/create/edit/delete	Manage client quotations
quotation.approve	Accept, reject, or convert quotations to jobs or invoices
requisition.view/create/edit	Manage cash and purchase requisitions — requisition.edit allows editing at any status; editing after approvals exist restarts the approval chain unless done by the currently pending approver
requisition.approve	A legacy, generic permission still shown in the matrix — holding it alone does not grant approval authority at any stage of the requisition chain. See the four stage-specific permissions below instead
requisition.approve.hod	Approve or reject at the Head of Department stage — scoped to the approver's own department (set on their Team Directory profile); a requisition from a different department won't show as pending for them. Not granted to any role by default — grant it per person via Settings → Users & Access → Approval Authority
requisition.approve.finance	Approve or reject at the Finance Department stage — tenant-wide, not department-scoped. Not granted to any role by default — grant via Approval Authority
requisition.approve.gm	Approve or reject at the General Manager stage — tenant-wide. Not granted to any role by default — grant via Approval Authority
requisition.approve.md	Approve or reject at the Managing Director stage, the final approval step — tenant-wide. Not granted to any role by default — grant via Approval Authority
requisition.convertToPurchase	Turn an approved (MD Approved) requisition into a real Draft vendor bill, pre-filled from its line items — see Requisitions → Converting to a Purchase Invoice. A more consequential action than editing a requisition, so it's a separate permission
fleet.view	View vehicle and driver records
fleet.manage	Add, edit, and manage fleet records
container.view/create/edit/delete	Manage container tracking cards
workshop.view	View maintenance and workshop records
workshop.manage	Log and manage service records for fleet vehicles
clearing.view	View customs clearing declarations
clearing.manage	Create, edit, and advance clearing declarations
vendor.manage	Manage supplier and vendor records
route.manage	Manage standard route definitions
report.view	Access financial and operational reports
user.manage	Create and manage user accounts
settings.manage	Full access to the Settings page — branding, invoicing/tax, numbering, integrations (SMS/email/VFD/WhatsApp/MCP AI assistant access), notifications, and system configuration. Also governs the MCP Server panel, including its Read Only / Read & Write access mode
billing.manage	Access billing and subscription settings
session.manage	Open Settings → Users & Access → Live Sessions — see who is signed in (device, login time, last active) and end another user's session
modules.view	See which platform modules are active
modules.request	See the links for requesting new modules or upgrades
modules.manage	Switch a module your company is already licensed for on or off from the Platform Modules page. It can't add a module you aren't licensed for — eSecured does that
backup.view	View the backup list in Settings → System ("Data Fortress & Backup")
backup.create	Create a manual backup
backup.download	Download a backup file
backup.restore	Restore data from a backup — explicit grant required
currency.view	View active currencies and exchange rates
currency.manage	Add currencies, fetch or manually set exchange rates
accounts.view	View the Chart of Accounts
accounts.manage	Create, edit, and block accounts in the Chart of Accounts
gl.view	View General Ledger entries
gl.post	Create and post journal entries
gl.void	Void draft journal entries
financial.view	Access financial reports (P&L, Balance Sheet, Trial Balance)
bank.view	View bank accounts and transaction history
bank.manage	Add and edit bank accounts
bank.reconcile	Perform bank reconciliation
posting.manage	Configure Posting Setup — GL account mappings for auto-posting
items.view	View the Items & Product Catalog
items.manage	Create, edit, activate/deactivate, and delete catalog items
items.categories.manage	Edit the item category list (Settings → Invoicing & Tax → Item Categories) and the POS Profiles in Settings → Point of Sale
purchase.view	View purchase invoices (vendor bills)
purchase.create	Create new draft vendor bills
purchase.edit	Edit draft vendor bills
purchase.approve	Approve bills (triggers GL posting), mark as paid, void
purchase.delete	Delete draft vendor bills
pos.sell	Ring up sales at the Checkout → till
pos.void	Void or refund a completed sale, reversing its stock and GL effects
pos.void.posted	Void an older, already-posted sale from POS Reports (for returns and exchanges), not just the sale just rung up at Checkout. Also lets you clear the reminder to void a fiscalized sale on the TRA portal
pos.register.open	Start a till shift with an opening cash float
pos.register.close	End a till shift, count closing cash, and view the till Z-report → variance
pos.reports.view	Open POS Reports → and see the Sales tab. The Expenses tab also needs expense.view, and the Inventory tab needs items.view; the other tabs need the permissions below
pos.reports.viewFinancials	View the financially-sensitive tabs of POS Reports — Stock Movement, Register Sessions (till cash positions), Profit & Loss (Cost of Goods Sold, Gross/Net Profit), and Payment Method Reconciliation. Requires pos.reports.view too. A POS Cashier holds pos.reports.view but not this — Sales and Expenses only
pos.reports.reconcile	Record the amount actually collected on a M-Pesa/Airtel Money/bank statement against a day's till sales on the Reconciliation tab. Requires pos.reports.viewFinancials too
pos.audit.view	View the POS Audit Trail → — voided sales, stock adjustments, register variances, stock transfer approvals/voids, and store deactivations. Deliberately separate from pos.reports.view — not granted to POS Manager by default
stock.adjust	Manually correct stock counts outside of a sale or purchase receipt — a deliberately separate, loss-prevention-sensitive permission
branch.view	See the list of stores, branches, and properties (Settings → Company)
branch.manage	Add, edit, deactivate, and set the default store, branch, or property
branch.viewAll	See checkout, reports, and stock across every store — not just the one you're assigned to. Not granted to POS Manager by default; a store manager is scoped to their own assigned store unless explicitly given this
branch.delete	Permanently remove a store, branch, or property. Only available once it has been deactivated
room.view	See the room and room type register
room.create	Add rooms and room types
room.edit	Edit room and room type details
room.checkin	Check a reservation in — flips the room to occupied and opens a guest folio
room.checkout	Check a guest out — requires their folio balance to be settled first
reservation.view	See the reservation/booking list
reservation.create	Book a new reservation
reservation.edit	Edit an existing reservation's details
reservation.cancel	Cancel or mark a reservation as a no-show
housekeeping.view	See each room's housekeeping status
housekeeping.update	Mark a room Clean, Dirty, Inspected, or Out of Order
folio.view	See a guest's running bill — room and other charges, payments, and balance
folio.charge	Add a charge to an open guest folio
folio.close	Settle and close a guest folio — required before check-out
fuel.view	See the Diesel Yard → tank level and fuel issue history
fuel.issue	Dispense fuel from the yard to a vehicle/trip
fuel.reports.view	See Diesel Yard consumption/efficiency reporting per vehicle
part.view	See the Spare Parts → stock level and issue history
part.issue	Issue a part from stock to a vehicle/trip
part.reports.view	See Spare Parts cost/usage reporting per vehicle
po.view	See Purchase Orders →, trading inventory, and the Trading Dashboard and reports
po.create	Create, edit (while Draft), and send Purchase Orders to suppliers
po.receive	Receive goods against a Purchase Order, which adds them to stock
po.cancel	Cancel a Purchase Order while it is still Draft or Sent
so.view	See Sales Orders
so.create	Create, edit (while Draft), and confirm Sales Orders
so.convert	Convert a confirmed Sales Order into a draft invoice
so.cancel	Cancel a Sales Order that hasn't been invoiced — see Trading →
allowance.view	Shown in the matrix for driver allowances, but nothing in the app checks it yet
allowance.create	Issue posho, transport, or accommodation allowances to a driver from a job. Only appears once Settings → Company → Driver Allowances is turned on
supplies.request	Submit a supply request → for items from your own stock, and see the request list. Nothing is reserved or taken out of stock while the request is pending — stock only moves when it's authorized
supplies.authorize	Authorize & Issue or Reject a pending supply request. Authorizing takes the items out of stock
supplies.reports.view	Open Supply Reports and export the supply request list
unit.view	See the Student Hostel → rental unit (room/bed) register
unit.create	Add rental units to a property
unit.edit	Edit a unit's rate, type, or status
occupant.view	See the renter directory
occupant.create	Register a new renter
occupant.edit	Edit a renter's contact/guardian details
lease.view	See lease agreements and their billing status
lease.create	Create a new lease, assigning an occupant to a unit
lease.edit	Edit a lease's rate, billing day, or dates
lease.terminate	End or terminate a lease and dispose of its deposit
asset.view	View the Fixed Asset register and detail pages
asset.create	Register new fixed assets
asset.edit	Edit asset details and log maintenance records
asset.delete	Archive (soft-delete) assets
asset.depreciate	Run monthly depreciation and create depreciation journals
asset.dispose	Record asset disposals, write-offs, donations, and scrap
vfd.view	See fiscalization status, fiscal codes, and TRA verification links on invoices
vfd.manage	Configure VFD credentials and mode, test the connection, trigger Regenerate, and view Z-Reports — see TRA VFD Fiscalization →
employee.view	View the employee register and profiles →
employee.create	Add new employee records
employee.edit	Edit employee profile and compensation details
employee.delete	Archive (soft-delete) an employee record
leave.view	View the leave request list → and each employee's leave balance
leave.create	Log a leave request on behalf of an employee
leave.edit	Edit or cancel a leave request while it is still Pending
leave.approve	Approve or reject a pending leave request
payroll.view	See the payroll run history → and its payslips
payroll.run	Create a new payroll run and calculate it for the period
payroll.approve	Approve a calculated payroll run, locking it against further edits. Also required to post an approved run to the General Ledger
payroll.void	Void an approved or posted payroll run, reversing its General Ledger entries if any
payslip.view.all	View and print any employee's payslip
payroll.settings.manage	Edit PAYE bands, SDL/WCF/NHIF/HESLB statutory rates, and annual leave entitlement — see HR Settings →. A tenant that has never granted this can still reach the screen via the broader settings.manage
payroll.reports.view	View the Payroll Register, Statutory Remittance, and Headcount reports →. Also granted implicitly by payroll.view or employee.view alone, kept for backward compatibility
payroll.export	Export payroll journal entries in QuickBooks Online, Xero, or Microsoft Business Central format (the Journal Export tab in HR Reports)
attendance.view	View the attendance register and daily grid
attendance.create	Log attendance by hand or import it from a biometric device file
attendance.edit	Edit or correct a logged attendance record
loan.view	View staff loans →, their balances, and repayment history
loan.manage	Issue, edit, write off, and delete staff loans