NexWave Role Catalogue

This page is the lookup reference for the roles that ship with NexWave. Use it when you need to decide which roles to give a new user, or when you are auditing who has access to what.

For the conceptual model and how roles fit alongside Role Profiles and User Permissions, start with Roles, Permissions & User Access.

How to read this page

The first section lists every role you are likely to use, with a plain-English description of what it grants and the typical job functions it suits.
The second section maps common job functions to a recommended bundle of roles. Most admins will spend more time in the second section than the first.
The third section covers a few special cases (the Desk Access flag, NexWave-specific roles, dynamically-created approver roles).

Shipped Roles

The table covers the roles a NexWave administrator routinely works with. NexWave ships dozens of additional roles for niche use cases (for example specific localisation roles, or roles tied to add-on apps); leave those alone unless the relevant module is in use.

Role	What it grants	Typical job functions	Key documents and modules
System Manager	Full control of NexWave: settings, users, integrations, customisation. The most powerful role in the system. Hand out sparingly.	IT admin, NexWave implementation lead	All. Especially System Settings, User, Role, Custom Field
Accounts Manager	Approves and posts to the general ledger; configures accounting setup.	Financial controller, senior accountant, CFO	Chart of Accounts, Journal Entry, Period Closing Voucher, Tax Templates, Cost Center
Accounts User	Day-to-day bookkeeping: invoices, payments, expense entry.	Bookkeeper, accounts assistant	Sales Invoice, Purchase Invoice, Payment Entry, Bank Transaction
Auditor	Read-only access across financial records.	External auditor, board member	All accounting reports and ledgers (view only)
Sales Manager	Approves quotations and sales orders; manages pricing and customers.	Sales team lead, branch manager	Quotation, Sales Order, Customer, Pricing Rule
Sales User	Creates quotations, sales orders, customers and leads.	Salesperson, account manager	Quotation, Sales Order, Customer, Lead
Stock Manager	Sets up warehouses and stock policy; approves stock adjustments.	Warehouse manager, inventory controller	Warehouse, Stock Reconciliation, Stock Entry, Item
Stock User	Performs day-to-day stock movements: receipts, deliveries, transfers.	Storeperson, warehouse operator	Delivery Note, Purchase Receipt, Stock Entry, Bin
Item Manager	Maintains the item master and pricing.	Product manager, item master owner	Item, Item Price, Item Group, UOM
Purchase Manager	Approves purchase orders and supplier setup.	Procurement manager	Purchase Order, Supplier, Request for Quotation
Purchase User	Creates material requests and purchase orders.	Buyer, purchasing officer	Material Request, Purchase Order, Supplier Quotation
HR Manager	Configures payroll structures, leave policies, holiday calendars.	HR lead, payroll manager	Salary Structure, Payroll Entry, Leave Policy, Employee
HR User	Manages employee records, leave applications, attendance.	HR officer	Employee, Leave Application, Attendance, Expense Claim
Manufacturing Manager	Approves BOMs, production plans and work orders.	Production manager, planner	BOM, Production Plan, Work Order, Routing
Manufacturing User	Operates against work orders and job cards.	Production operator, machine operator	Work Order, Job Card, Stock Entry (Manufacture)
Quality Manager	Defines and reviews quality inspections.	QA / QC lead	Quality Inspection, Quality Procedure, Quality Goal
Maintenance Manager	Plans asset and plant maintenance.	Facilities lead, plant maintenance manager	Asset Maintenance, Asset Repair
Maintenance User	Executes maintenance tasks against assets.	Maintenance technician	Asset Maintenance Log, Asset Repair
Projects User	Records timesheets and progresses tasks.	Project member, billable consultant	Project, Task, Timesheet
Employee	Self-service portal: leave, expenses, timesheets, payslips.	Every internal staff member	Employee Self Service portal
Customer	Customer portal: view orders, invoices, raise tickets.	Customer (external)	Sales Order, Sales Invoice (own records), Issue
Supplier	Supplier portal: view purchase orders, submit invoices.	Supplier (external)	Purchase Order, Request for Quotation
NexWave AI User	Access to the NexWave AI Assistant page.	Any user the customer wants to enable AI for	NexWave AI Conversation, NexWave Assistant page

Job Function to Role Bundle

These are recommended starting points. Pick the closest match, then trim or add roles based on what the user actually needs.

Job function	Recommended roles	Notes
System Administrator	`System Manager`	One or two people only. Enable Two-Factor Authentication.
Bookkeeper / Accounts Assistant	`Accounts User`, `Employee`	Add `Purchase User` if they raise purchase orders.
Senior Accountant / CFO	`Accounts Manager`, `Accounts User`, `Auditor`, `Employee`	`Auditor` gives cross-module read access useful for reviews.
External Auditor (read-only)	`Auditor`, `Employee` (optional)	Time-box the user; disable the account when the audit ends.
Office Manager	`Accounts User`, `Purchase User`, `HR User`, `Sales User`, `Employee`	Broad access without Manager-tier approval rights.
Salesperson	`Sales User`, `Employee`	Add `Item Manager` only if they maintain pricing. Restrict by Territory via User Permission if needed.
Sales Manager	`Sales Manager`, `Sales User`, `Employee`	Restrict by Territory via User Permission for branch managers.
Warehouse Operator	`Stock User`, `Employee`	Add `Manufacturing User` if they handle production stock.
Warehouse Manager	`Stock Manager`, `Stock User`, `Item Manager`, `Purchase User`, `Employee`	Often handles supplier receipts as well as outbound.
Purchasing Officer	`Purchase User`, `Stock User`, `Employee`	`Stock User` is needed to record Purchase Receipts.
Procurement Manager	`Purchase Manager`, `Purchase User`, `Employee`
HR Officer	`HR User`, `Employee`	Use `HR Manager` only for the payroll lead.
Production Operator	`Manufacturing User`, `Stock User`, `Employee`
Production Supervisor	`Manufacturing Manager`, `Manufacturing User`, `Stock User`, `Quality Manager`, `Employee`
Customer (portal only)	`Customer`	Disable Desk Access on the User record.
Supplier (portal only)	`Supplier`	Disable Desk Access on the User record.
AI Assistant pilot user	(existing role bundle), `NexWave AI User`	Add on top of any of the bundles above.

User record with multiple roles

Special Cases

Desk Access flag

Desk Access is not a role: it is a tickbox on the User record.

Desk Access on: the user can log into the full NexWave back-office (the desk).
Desk Access off: the user is restricted to the customer / supplier / employee portal. Use this for external contacts who only need to see their own records.

If you give a user the Customer or Supplier role, set Desk Access to off so they cannot accidentally land on a desk page.

Two-tier roles (Manager and User)

Most NexWave modules ship with a Manager and a User role. The convention is:

User = day-to-day creators of documents (a Sales User creates Quotations).
Manager = approvers and configuration owners (a Sales Manager edits Pricing Rules and approves Quotations on workflows).

Always assign the User role first, then add the Manager role only if approval rights are genuinely needed. Both roles can be held by the same person.

NexWave-specific roles

Some roles are added by the NexWave layer rather than the underlying framework:

NexWave AI User controls access to the NexWave AI Assistant. Add it in addition to a user's regular role bundle once they are signed off to use AI.
Purchase Approver tiers may appear if the customer has the dynamic approval workflow enabled. These roles are created automatically when an approval tier is configured. Do not delete them; they are managed by the workflow.

If you see roles in the Role list that are not covered above and not part of the framework defaults, check with the implementation lead before assigning them. They may be feature-specific or customer-specific.

What about Manufacturing, Quality and Maintenance roles for non-manufacturing customers?

If the customer does not use those modules, ignore those roles. They cannot be removed from the system, but unassigned roles do nothing.

Cleaning up custom roles

If a customer was migrated from another system, you may inherit a long list of one-off roles. Recommended clean-up:

Open the Role list and identify roles with one or zero users.
For each, decide whether the access pattern is genuinely unique. If not, retire the role and reassign the user to a shipped role.
Disable rather than delete: setting Disabled = Yes keeps the audit trail clean while taking the role out of circulation.