# Creating a User

Create a User when a new team member needs to sign in to NexWave. A complete user setup includes the account details, the correct roles, any limits on the records the user can access, and a final access check.

This guide covers the full user journey from account creation to access review and offboarding.

## Before you start

* You need permission to create and edit **User** records.
* Confirm the user's work email address and name.
* Decide which job tasks the user must complete. Use a **Role Profile** when your organisation has a standard access bundle for that job.
* Decide whether the user must be limited to selected companies, branches, warehouses, territories, projects, or cost centres.
* Confirm that NexWave can send outgoing email if you want to send the welcome email or a password reset email.

Use the least access that lets the user complete their work. Roles control what the user can do. User Permissions control which records the user can use.

## 1. Create the user account


1. Use the search bar to open **User**.
2. Click **Add User**.
3. Enter the user's work email address in **Email**.
4. Enter the user's name in **First Name**.
5. Select a **Role Profile** if a suitable profile already exists. You can leave this field blank and assign access after the first save.
6. Choose one of these actions:
   * Click **Save** to create the account from the quick-entry window.
   * Click **Edit Full Form** when you also need to enter the last name, language, time zone, or welcome-email setting before the first save.

 ![New User quick-entry window](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8xN2VjOWRhMi1hYWQxLTQ0NWEtYjNkNi1hNTBlZDg4YTcxZDgvMDEtbmV3LXVzZXItZGlhbG9nLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.Uo0nGhxA8nC9oIYqHgo1bV38PG9HD3KZ6N-KBHtpJ3s)

In the full form:


1. Check **Email**, **First Name**, and **Last Name**.
2. Check **Language** and **Time Zone**. These settings control the language and local time shown to the user.
3. Leave **Send Welcome Email** ticked when NexWave should email the user a link to set their password.
4. Click **Save**.

 ![New User details before the first save](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC81ZTcwZjQ5YS1mMWJmLTQxOGEtYmJlYy03MjU4OWJiNjRhYzMvMDItdXNlci1kZXRhaWxzLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.tvXr2SEGYTkyXwm7mnnrkpP8WzRViqvg7oUhMvJ1lgA)

The **Roles & Permissions** tab shows the detailed role editor after the account has been saved. Complete the next sections before you ask the user to start work.

## 2. Assign roles or a Role Profile

Open the saved User and select **Roles & Permissions**.

### Use a Role Profile

Select **Role Profile** when the user's job matches an approved access bundle. This is the preferred option for repeatable jobs because it keeps onboarding consistent.

Check the roles that the profile applies. Do not add broader roles only to solve a missing record or report. First confirm whether the user needs a role, a User Permission, or both.

### Assign individual roles

If no suitable Role Profile exists, select only the individual roles needed for the user's work. For example, a user who enters sales transactions normally needs a sales role, while a user who works with stock needs a stock role.

Use the [NexWave Role Catalogue](/doc/0f187aaa-8901-4c08-8d99-8ab9cb86090c) to select the correct roles. For the full access model, see [Roles, Permissions & User Access](/doc/91ba21d0-ed81-4f08-898f-846f5c1a43d4).

### Limit the visible modules

Use **Module Profile** or **Allow Modules** when the user's workspace should show only selected modules. Module visibility makes navigation simpler, but it does not replace roles or User Permissions.

Click **Save** after you change the Role Profile, roles, or module access.

## 3. Restrict the records the user can access

Roles can allow access to a type of record. User Permissions can limit that access to selected records.

For example, a user may need an accounts role and also a User Permission that limits them to one **Company**. A warehouse user may need a stock role and a User Permission for one **Warehouse**.

To add a restriction:


1. Open the saved User.
2. Select **Permissions > Set User Permissions**.
3. Add the required User Permission.
4. Set a default value when new transactions must use a specific company, branch, warehouse, or other record.
5. Save the User Permission.

See [User Permissions and Record-Level Access](/doc/fb86047e-b868-4ff5-8951-349d966e3808) for worked examples and access-testing steps.

Do not use User Permissions to correct a missing role. Assign the correct role first, then apply the record restriction.

## 4. Review and confirm access

Complete these checks before the user starts normal work:

* **Enabled** is ticked.
* The email address and name are correct.
* The user has the intended **Role Profile** or individual roles.
* Module access matches the user's job.
* User Permissions limit the correct companies, branches, warehouses, territories, projects, or cost centres.
* The welcome email was sent, or another approved password setup method is ready.
* The user can open the required lists, forms, reports, and approval actions.
* The user cannot open records or modules that are outside their job.

Test the actual job journey. Opening the home page is not enough. For example, ask a finance user to open the required invoice list and report, or ask a warehouse user to open the required stock transaction and warehouse.

## Maintain an existing user

### Change the user's name or preferences

Open the User, update the fields on **User Details**, and click **Save**. You can update the name, language, time zone, and other profile details.

### Change the sign-in email address

The **Email** field is read-only after the first save because it is the account identifier. To change it:


1. Open the User.
2. Select **Menu > Rename**.
3. Enter the new work email address.
4. Complete the rename and check that the User record now uses the new address.
5. Ask the user to sign in with the new address.

Check connected email accounts or integrations when they use the old address. A user rename does not confirm that every external service was updated.

### Send a password reset email


1. Open the User.
2. Select **Password > Reset Password**.
3. NexWave sends password reset instructions to the user's email address.

If the email does not arrive, check the outgoing email setup and the user's spam or junk folder before you repeat the action.

### Disable access when a user leaves


1. Open the User.
2. Untick **Enabled**.
3. Click **Save**.
4. Review assignments, approval responsibilities, shared records, connected email accounts, and active integrations that used the account.

Disabling the User blocks normal sign-in and keeps the account history. This is safer than deleting an account that is linked to business records. If you enable the user again later, review the roles and User Permissions before they sign in.

## Troubleshooting

| Problem | What to check |
|---------|---------------|
| The welcome email did not arrive | Confirm that **Send Welcome Email** was ticked before the first save. Check outgoing email, the email address, and the user's spam or junk folder. For a saved user, use **Password > Reset Password**. |
| The user cannot sign in | Confirm that **Enabled** is ticked and that the user is using the current email address. Send a password reset email if needed. |
| The user signs in but cannot open the required work area | Check the **Role Profile**, individual roles, and module access. Confirm that the account is a **System User** when the person needs the main NexWave work area. |
| The user can open a document type but cannot see the required records | Check User Permissions for company, branch, warehouse, territory, project, cost centre, or another linked record. |
| The user can see records they should not see | Check for an extra role, a broad Role Profile, or missing User Permissions. Test the same list and report as the user. |
| The email address cannot be edited | Use **Menu > Rename**. The saved **Email** field cannot be changed directly. |
| A role or permission change is not visible | Save the User and ask the user to refresh NexWave or start a new session. Then test the affected list, form, or report again. |

## Related documentation

* [Roles, Permissions & User Access](/doc/91ba21d0-ed81-4f08-898f-846f5c1a43d4)
* [NexWave Role Catalogue](/doc/0f187aaa-8901-4c08-8d99-8ab9cb86090c)
* [User Permissions and Record-Level Access](/doc/fb86047e-b868-4ff5-8951-349d966e3808)