Help Categories

User Management


Your license with Zahara is for named users. This means if you need to register a new user, you need to make sure your license count will allow for a new user. If you are taking a trial, then you have unlimited users for the first 30 days so add as many as you require.

To add a new user, and to see the Admin > Settings menu, you need to be a tenancy admin. This is enabled on a user by user basis under the users main settings. Under this menu you will find user management. Here you can add, assign and remove users. 


Adding a user

You have two choices – Using the Wizard or Adding the user Manually. The key thing to remember, is that once a user is created, they need to be assigned to a Division, so Divisions should be created first.

Your process then for adding users is:

  1. Create your Divisions (part of your structure)
  2. Add or import your users 
  3. Assign users to a Division
  4. Set the users role – like Buyer or Approver
  5. Fine tune any permissions


Adding Users Manually


Add your users First Name, Last Name,  Email & Job Title.

There is a spare field called AD User – ignore this for now.

The only additional option here is to “Suppress Registration Email” – If you switch this to on, the user will not receive their registration email – where they will set their password.

You can send this at a later date.

Click Create


watch the video to understand how users work. 

Assign Permissions

You now have to assign a membership and permissions

There are three principle sections of the user management – Users, Divisions, and the right hand-side with the Business Units.

The first step is easy, click a user or multiple users in Box one and tick a Division box below – then click Add

The users will now be assigned to the Divisions. Next up, move over to the right hand side panel and expand out your Business Unit to reveal your divisions as shown below:

(To reveal the Divisions, click on the Business Unit name – in the example above, click where it says “Click2Scan Ltd”)

Assign a Role

When you click the role tick box, certain permissions are set. The role also provides a different dashboard. Read the article on Roles – you have a choice of

  • Finance – Will receive a finance dashboard tab and elevated permissions in line with a Finance team member
  • Approver – Gets the approval dashboard tab and typical permissions for an approver
  • Buyer – Get the buyer dashboard tab
  • Receiver – Assumes this person is going to check in orders
  • Admin – Provides elevated permissions and extra functionality – usually, only provide to actual Admins of Zahara

Remember to click Update at the bottom – as shown above.

Permission Sets 

By ticking each of the above a matrix of tick boxes is applied to the user. Below are the permissions:






Grouping Roles

A member of the finance team is expected to have a full permission set without user management. These power users shouldn’t be restricted too much. You can mesh the roles together to group the permissions. As an example, below is the permission matrix of a Approver, Buyer, Receiver 



Tuning Permissions

If you click a users name – anywhere you see it in this section, you will be taken into their individual record where you can edit their details and their permissions. You can also set their password manually, or their absence settings.

When roles are assigned to users, default permissions are set for the users but you may still not be quite sure about some of the permissions available.

Below are the current permissions you will find in Zahara:

Firstly we have the columns:

  • Create – allows a user to be able to create data
  • Update – allows a user to update or edit data
  • Delete – allows a user to delete data
  • View – allows a user to view data, almost like “read-only” permissions, it gives the user access to pick the data to create purchase orders or invoices but not create new or update existing data.

We then have the “Toggle All” function which allows you to tick/untick all the boxes at once, usually used for Tenancy Admins.

We then have the areas:

  • Business Budget – refers to the Business Unit’s budgets
  • Business Division – refers to the Divisions in the specific Business Unit
  • Business Settings – refers to the Business > Settings, usually limited to only the divisions a user is assigned to
  • Business Unit – refers to the Business Units, usually limited to only the business units a user is assigned to
  • Cost Code – refers to the cost code section, can they create cost codes, or can they only view them for creating purchase orders.
  • Division Settings – for an unimplemented feature.
  • Invoice – refers to invoice related information in Zahara
  • Nominal Code – refers to the nominal code section, can they create nominal codes, or can they only view them for creating purchase orders.
  • Process – refers to workflows, if a user has access to the invoice inbox and needs to process invoices, they will need at least the “view” permission for this area
  • Product – refers to the products you can upload against a supplier, will a user need to create new ones or simply view existing ones?
  • Project – refers to the projects section of Zahara, will users need to create new ones, or just need to view
  • Purchase Order – refers to purchase order related information in Zahara
  • Report – allows users access to reporting
  • Supplier – refers to the suppliers’ section of Zahara
  • Tax Code – refers to the tax code section of Zahara
  • User – allows a user to create, update or delete users, it’s functionality is only limited to the Tenancy Admin permission

You will also find the below permissions in this area:

  • Restricted Viewing – A useful feature so the user can only see the documents they create
  • Restricted Buying – Stops a buyer typing out a free line item – they can only choose products available against the supplier in Zahara.



Removing a User

Removing a user from a division without deleting them from the system completely, is quite straight forward.  On the right hand side panel expand out your Business Unit to reveal your divisions as shown below:

Tick the box to the left of the user name you want to remove, and then click the “remove” button at the bottom. They will no longer have access to this division.

User Management in Divisions

You can add users and assign roles in Divisions as well. The user must already be created as part of the steps above. However, in each individual Divisions you can assign new users as shown below: 

You can also refine their roles and therefore their permission sets by clicking the + next to listed users


User Considerations

Our advice is to think about some of the key restrictions you may need: 

  1. Suppliers – does the user need to create suppliers. Make sure this permission is enabled for those who need it. This is a fraud entry point in a business so grant this permission with care. 
  2. Viewing – Does the user need to be restricted to just their entries? If so, make sure the restricted viewing is on. 
  3. Document types – Does the user need to know about both  invoices or purchase orders?  If they only need one, take out view on the other. 
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