Administration

This section is for whoever controls who can do what in BigLedger. The loyalty programme uses the same word, member, for something else entirely, and its guides have their own home; the table below sends you to the right one.

“Member” means two things, and only one of them is here

The guides whose titles start with Member are the loyalty programme’s, in Membership Guides. Staff access is teams and roles.

Access control: who can do what

The shape of it, in one line: permissions go into permission sets, permission sets go into roles, roles are linked to teams (or groups), and people are put in teams. Each permission set is scoped to a target — a company, a branch or a location — and a set with no target confers access to everything.

Multi-factor login is supported on the platform’s login service, and is worth insisting on for any account that can export customer data.

The loyalty programme

Membership Guides hold the loyalty jobs, in the order that avoids rework: classes, label lists, labels, then the members. The one thing to carry from here: a member’s class is what pricing at the till and commission read, while labels are for your own segmentation (only the web store and the OCR receipt processor compare labels; Member Labels: who reads a label).

Where the rest of administration lives

Much of what an administrator configures is not in this section at all, because it belongs to the applet it governs:

• Company, branch and location structure — the Organisation applet. Almost every other configuration decision hangs off this.
• Default GL codes, sections and categories — chart of accounts setup.
• Cashbooks and settlement methods — the Cashbook applet.
• Tax codes — the Tax Configuration applet.
• Per-applet defaults and visible buttons — each applet’s own gear menu. See finding your way around for the Settings-versus-Personalization distinction.
• Document approvals — document approvals, which covers purchase orders and purchase requisitions, the only documents whose screens submit to the document-approval engine.

What success looks like

You are oriented here when you can answer:

1. Where do you add a new staff member’s access? (A team, linked to a role built in Tenant Admin.)
2. Where do you add a new loyalty customer? (Member Listing, in Membership Admin.)
3. What happens to a permission set with no target? (It confers access to everything — which is almost never what was intended.)

Common mistakes

Related documentation