Add users, set roles and review the audit trail
You add people to Validure ERP from Settings → Users with Invite user, give each one a role and the branches they work in, and review what everyone does in the Audit trail. Only the Company Owner can add or change users.
Before you add users
- You need the Company Owner role to manage users; the Company Owner, Accountant and Auditor (CA) can view the audit trail.
- Each active user takes one user seat on your plan: 3 on Silver, 8 on Gold and 25 on Platinum.
Steps to add a user
- Open Settings → Users and choose Invite user.Open the Users screen in the demo
- Enter the person's email, which becomes their sign-in ID.
- Choose a role: Accountant, Sales executive, Field sales agent or Auditor (CA). A company has one Company Owner.
- Choose the branches they work in, then save.
- To change someone later, use Change role or branches. To stop someone signing in, use Deactivate user: their invoices, receipts and audit entries stay as they are, and you can reactivate them later.
In the design prototype, email delivery is set up at go-live, so no invitation is sent.
What each role can do
Settings → Roles shows the full table of what each role can do.Open the Roles screen in the demo
| Role | Main work |
|---|---|
| Company Owner | Everything, including users, settings and the plan |
| Accountant | Purchases, expenses, treasury, books, GST and reports |
| Sales executive | Quotations, invoices, Daily Bulk Billing and receipts |
| Field sales agent | Assigned leads in the field CRM |
| Auditor (CA) | Read-only books, GST summaries and audit trail |
Steps to review the audit trail
- Open Audit trail. Each entry shows the time, the user, the action, the record and the IP address.Open the Audit trail screen in the demo
- Filter by user or by the kind of record, such as sales invoices or quotations.
- Open an entry to see the values before and after the change, the time in IST (stored in UTC to the millisecond), the IP address and the browser.Open audit entry aud-00377 in the demo
What roles and the audit trail give you
Each person sees only their part of the app, and every change is on record where nobody can edit or delete it.
Example (demo data): audit entry aud-00377 records that Ritabrata Ghosal, the Company Owner, reduced the credit limit of New Market Provision Stores from ₹1,50,000.00 to ₹1,00,000.00 on 2 Jul 2026 at 10:20:34.117 IST.
Common questions about roles and the audit trail
Can an auditor or CA change my books?
No. The Auditor (CA) role in Validure ERP is read-only: it can view ledgers, statements, GST summaries and the audit trail, but cannot create or change records.
Can anyone delete an audit entry?
No. Validure ERP keeps the audit trail append-only, and no user, including the Company Owner, can edit or delete an entry.