The big picture
One screen to configure the business — and to decide who inside it can do what.
Settings is where an owner shapes Deetzo: the company profile, document numbering and tax defaults, the chart of accounts, custom fields — and the team: who is a member, what role they hold, and exactly which actions they're allowed. This guide is really two things braided together: configuration (the settings tiles) and access control (roles, departments and permissions).
The four groups
Account & Organization
Getting Started, business profile, bank & cash accounts, books & accounting, general settings, custom fields, team members, timesheet categories, leave types, holidays, login activity, 2-factor auth, notifications & email.
Operations
Work Orders, Bill of Materials, Task Templates, Suppliers and Price Lists — the masters that operational modules draw on.
Tools & Data
Reports, Documents, Catalog PDF, Saved Catalogs and Export Data.
Help & Learning
The Deetzo Academy tile — this guide and the eight others — opens in a new tab.
Every tile is gated by a permission (e.g. Team Members needs canManageStaff, most config needs canAccessSettings). The owner bypasses all gates. So a Staff member's Settings screen is far shorter than an owner's — that's by design, not a bug.
The four roles
Owner, Admin, Manager, Staff — and nothing else.
Deetzo has exactly four system roles. A role is a starting bundle of permissions — you can then hand-tune the flags per person (§03).
| Role | Starts with | Notable |
|---|---|---|
| Owner | Everything, always — bypasses permission checks entirely. | The account holder. There is one. Cannot be locked out by a flag. |
| Admin | Every flag defaulted on — effectively all-access. | Unlike Owner, Admin is still checked against its stored flags — turn a flag off and that admin loses it (§05). |
| Manager | Every flag except "Manage Staff" and "Access Settings". | Runs the operation day-to-day; can't reshape the team or the company config. |
| Staff | Mostly off — the default is just View Sales + Create Invoice (plus self-service timesheet/leave). | The baseline. You grant capability by adding departments and flags. |
Owner / Admin / Manager / Staff is the complete set. Owner, Admin and Manager count as elevated — a few team-management affordances key off that — but access itself always comes down to the permission flags below (except Owner, which is unconditional).
Departments — permission presets
Tick a department, get a sensible bundle of permissions.
Rather than flip 36 switches by hand, you assign a person to departments. Each department is a preset: a ready-made bundle of permissions. Selecting several merges them — most-permissive-wins — to compute that person's flags. Add "Sales", they get View Sales + Manage Sales Orders + Create Invoice + View Inventory; add "Purchase" on top and the purchasing flags union in.
A department is a convenient way to set flags — at runtime Deetzo checks the resulting permission flags, never the department label directly. Two people in different departments with the same flags have identical access. (Projects permissions are set only through the Projects department in the member editor — see §03.)
Fine-grained permissions
38 flags in the model; 36 switches in the editor.
Under the departments sits the real access model: 38 permission flags. Open a member and expand Fine-grained permissions to hand-tune 36 of them, grouped by area. The Effective permissions chips above are a read-only summary of what the current role + departments have granted.
Earlier editions of this guide said 34 flags and 29 switches, and listed a canRunStages flag. There is no such flag: the shop-floor stage screens open for anyone with Manage Work Orders or Run production. If a count here ever disagrees with the app, trust the editor's “n of total enabled” chip.
| Group | Switches |
|---|---|
| Module Access | View Inventory · View Sales · View Purchases |
| Inventory | Add Products · Edit Products |
| Sales & Invoices | Create · Finalise · Approve · Cancel Invoice · Record Payments · Issue Credit/Debit Notes · Manage Sales Orders · Approve Sales Orders · Approve Quotations · Manage Vendor Bills |
| Purchases | Create Purchase Orders · Approve Purchase Orders · Receive goods (GRN) |
| Production Control | Manage BOMs · Manage Work Orders · Run production (start / pause / complete stages) new |
| Quality | Manage quality (templates, control points, inspections) · Approve quality (close NCRs, use-as-is) |
| CRM | View CRM (leads, quotes, cases) · Manage CRM (create and edit leads, quotes, cases) |
| Management | View Reports · Manage Staff · Access Settings · Use Mail · View Documents |
| Timesheet & Leave | View/log time · Approve timesheets · Request leave · Approve leave |
| Payroll | Run payroll (salaries, structures, payslips) · Approve payroll (post the journal, release the money) — off for every role, granted one person at a time |
View Projects and Manage Projects are part of the 38-flag model but aren't among the 36 editor switches — you grant them by adding the Projects department. The invite screen shows a different subset of 30: it includes the Projects pair but has no switch for the three approvals (invoice, sales order, quotation), View Documents or the four timesheet/leave flags — set those from the member editor once the person has joined.
Team members & adding people
Invite, organise, and switch people on or off.
This is not an email invitation. Adding a member provisions a real sign-in account on the spot — their email, role and departments, and a temporary password Deetzo generates. A welcome email with the login link, that password and the modules they can use goes to them; the same credentials are shown to you once, to hand off yourself if the email could not be sent. The person can sign in right away — there's no "accept invite" step — and can change the password after signing in.
Status & structure
- Active — normal access. Disabled — can't sign in (deactivating also unpublishes their digital card and is logged). Pending — a not-yet-joined placeholder from the legacy invite path.
- Org Structure — set each person's supervisor (
reports-to) and department to map the reporting hierarchy. - Elevated users can bulk-change roles or deactivate from the list.
Active members count against your plan's seats — Lite 2 · Growth 5 · Business 15, and the owner takes one seat. When you hit the cap, "Create Account" is disabled and the server refuses the extra member until you free a seat or upgrade.
How access is decided
One rule, checked everywhere — plus a server-side ceiling.
Every guarded screen and action runs the same check: is the module on your company's plan, and are you the owner or does your switch allow it? Before that, signing in has its own gates.
When one member creates or edits another, they can't grant a permission they don't hold themselves, and can't assign a role above their own. So a Manager can't mint an Admin, and can't hand out "Access Settings" they lack. This ceiling is enforced on the server, not just hidden in the UI.
Admin defaults to all flags on, but is still evaluated against its stored flags — switch one off and that admin loses that capability. Only the Owner is truly unconditional.
General settings
The knobs behind documents, tax, stock and automation.
The General Settings tile opens a nav-rail screen where the company's operating rules live:
| Section | Controls |
|---|---|
| Invoice | Document prefixes and next numbers — invoice, sales order, delivery challan and Bill of Supply each run their own series — plus item-code prefixes and the invoice / quote terms & conditions. |
| GST | Default tax rate, the Composition scheme switch, and whether invoice totals are rounded to the nearest rupee. With the scheme on, new invoices, and invoices from a quote, sales order or delivery, are Bills of Supply: no GST on top of the rate, their own number series, and the composition declaration on the PDF. Quotes and sales orders show the ex-tax total while it is on. Turning it off does not rewrite documents already issued. A tax-invoice draft raised under the scheme must be converted before it can be finalised. |
| Stock | Stores / locations and whether overselling is allowed. |
| Credit control new | What happens when a sales order exceeds the customer's credit limit — warn then allow (default) or block confirmation. The check runs at confirm, against unpaid invoices plus open orders. |
| Invoice approval | Require draft → submitted for review → approved before an invoice may be finalised. The approver may not be the submitter. |
| Sales order approval new | Add the approval stage to the sales-order pipeline. Off by default; needs canApproveSalesOrder. See the Sales & Invoicing guide. |
| Catalog | Hide prices on shared catalogs. |
| Payment reminders | Automated reminder cadence. |
| Purchases | Procurement masters, books, three-way match, PO defaults and auto-close, the default PO PDF template, PO approval routing, and TDS 194Q (rate, FY threshold, approval threshold). |
| Message templates | Reusable message bodies — invoice share, catalog share, payment reminder. |
| Document templates new | Customise the printed PDF for Invoice, Sales Order, Purchase Order, Vendor Bill, Payment Made and Expense — presets, page setup, header/footer, table columns, totals — with a live preview and Restore built-in. Also where per-document custom fields are defined. |
| Integrations & Automation | CRM workflow rules, CRM custom fields, automation, CRM email integration (SMTP/IMAP), inbound leads / Google Ads. |
CRM configuration lives here too new
Six CRM screens hang off Settings and are covered in the CRM guide (§10): Pipeline Stages (switch on the optional stages, rename any stage), Stage Guidance, Stage Probability, Lead Scoring, Industries, and the Enquiry Form.
Other tiles worth knowing
- Getting Started — a first-run checklist that ticks itself off as you configure the workspace, with deep links into each step.
- E-Way Bill connection — your NIC portal credentials, reached from Sales → E-Way Bills → Settings rather than from the Settings grid. The password is server-side only and never readable by any client. See the Sales & Invoicing guide, §05.
- Item Code Prefixes — the per-nature code prefixes (FG-, RM-, SC-…) described in the Inventory guide.
Other tiles cover the Business Profile, Bank & Cash Accounts, the Books & Accounting chart of accounts (see the Accounting guide), Custom Fields — now for leads, tasks, issues and projects and for invoices, sales orders, purchase orders, vendor bills, payments and expenses — and self-service HR masters — Timesheet Categories, Leave Types, Company Holidays. Security lives here too: Login activity and Two-factor authentication.
Plans & what they gate
Tiers gate modules — not the role system.
The role and permission system is available on every plan — Team Members and Settings are never license-gated. What your tier controls is (a) how many seats you get and (b) which modules are switched on.
| Tier | Seats | Modules |
|---|---|---|
| Lite | 2 | Core selling/inventory bundle. |
| Growth | 5 | Adds CRM, Projects and more. |
| Business | 15 | Full module set (manufacturing, advanced reports, email sync…) + bundled mailboxes. |
Modules gate features (inventory, sales, purchases, CRM, projects, campaigns, manufacturing, email sync, advanced reports); roles gate who inside your team can use the features you have. Seat counts include the owner.
Quick reference
The essentials.
| Concept | Values |
|---|---|
| Routes | /more (Settings home) · /staff (Team) · /staff/<id> (member) · /staff/invite |
| Roles | owner · admin · manager · staff (no "operator"). Owner+Admin default all-on; Manager all except Manage Staff / Access Settings |
| Permission flags | 38 in the model; 36 as editor toggles; View/Manage Projects set via the Projects department |
| Stage screens | Open with Manage Work Orders or Run production — there is no separate stage flag |
| Departments | Sales · Design · Planning · Purchase · Store · Production · Quality · Accounts · CRM · Projects (permission presets, merged) |
| Account status | active · pending · disabled |
| Access rule | Module on the plan, then Owner or the switch; server enforces role + permission ceiling |
| Seats | Lite 2 · Growth 5 · Business 15 (owner included) |
| Tenancy | Members live under users/{ownerId}/staff/{uid}; one person → one tenant |
Role sets the baseline, departments fill in the flags, flags decide access — and only the Owner is above the rules. Configure the company in the tiles; control the team in Team Members; and remember every gate reduces to a permission flag on a person's member doc.