User roles

In Xena, roles are crucial in determining the access and functionality a user has in the accounting system.

Overview of roles

Roles are assigned to users when they are invited to the fiscal, but they can always be changed by an administrator. Here is an overview of the different roles and their permissions.

Note: Roles marked with * are free roles.

 

Administrator

This role provides full access to all modules in Xena as well as permissions to manage employees, roles, and apps.

 

Bookkeeper

Provides access to all modules except administration of roles on users and adding apps.

 

Project Employee

Provides access to working with orders and projects. This requires the user to be added to one of EG's project apps (e.g. EG Pro or EG Pro+).

 

Sales Consultant

Provides access to working with orders, customers, and suppliers.

 

Warehouse Employee

Provides access to view and use the full stock management module.

 

Employee *

This role does not provide access to modules in Xena. The user must be added to the EG Go app and optionally the EG Log app to get functionality. EG Go is used for time registration, and EG Log is used to add photos/documents to tasks and fill in quality assurance forms.

 

Accountant *

Can view balances, pull reports, search documents, extract data, and edit opening balance postings.

 

Bank Advisor *

Can view balances and pull reports, but cannot make changes.

 

Overview of relevant apps

In addition to roles, there are also various apps that provide access to extended features and modules in Xena. To work with projects in Xena, the EG Pro+ app must be installed.

 

EG Pro+

Provides administrator access to the entire project module, all features, menu items, administration, and project setup. A fiscal with the project module must have at least one user with this app installed. The app also provides access to the calendar as well as EG Go and EG Log.

 

EG Pro

Provides access to the entire project module, all features and menu items. This app does not provide access to administration and project setup. The app also provides access to the calendar as well as EG Go and EG Log.

 

EG Pro Light

Provides limited access to the project module — e.g. project reports cannot be accessed. Users with this app can only work with projects and orders they are personally responsible for. The app also provides access to the calendar.

 

EG Go

A separate web app for registering time and materials spent on orders. Can be used for fiscals that use project management. An EG Go user does not have access to EG Xena.

 

EG Log

An extension of the functionality for existing EG Go users. With this addition, users can fill in quality and inspection forms, as well as access and add documents and photos to existing and new orders.

 

Examples of combinations

Based on the above, different roles and apps can be combined to give users the necessary permissions and functionality in Xena, depending on their role in the company.

1. A bookkeeper who does not need the project module should have the EG Pro Light app and the Bookkeeper role

2. An employee who only needs time registration and quality assurance should have the EG Go and EG Log apps and the Employee role

3. A project manager who is not responsible for the bookkeeping but needs to view projects and approve costs should have the EG Pro app and the Project Employee role

4. A project manager who needs access to the entire bookkeeping and full access to the project module (incl. setup and reports) should have the EG Pro+ app and the Bookkeeper and Project Employee roles

➡️ Read more about EG Apps in the App Store

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