Not Every Employee Should See Everything
In a business with multiple staff members, different roles need different access. Your cashier needs to create invoices, not view your profit margins. Your delivery staff needs dispatch information, not customer credit limits. Your accountant needs financial data, not the ability to delete invoices.
Role-based access control (RBAC) in ERP ensures each person sees and can do exactly what their role requires — no more, no less.
🔐 Security Stat: 60% of data breaches in small businesses are caused by employees accessing data beyond their role requirements. Role-based ERP access eliminates this risk systematically.
Example Role Permissions in Retail ERP
| Role | Can Access | Cannot Access |
|---|---|---|
| Cashier | Billing, cash collection, stock view | Reports, accounts, profit data |
| Store Manager | All operations, reports, stock orders | Bank accounts, owner P&L |
| Accountant | Accounts, payments, GST reports | Stock orders, customer discounts |
| Purchase Manager | Purchasing, supplier management | Sales reports, customer data |
| Owner | Everything — full access | N/A |
Benefits of Role-Based Access in ERP
1. Prevent Unauthorised Discounts
Only managers can approve discounts above a threshold. Cashiers see the discount button but need manager approval — preventing revenue leakage from unauthorized discounting.
2. Protect Sensitive Financial Data
Staff don't need to know your profit margins. Restrict P&L reports to owners and senior management only — maintaining confidentiality of sensitive business intelligence.
3. Prevent Invoice Tampering
Once a bill is generated, only authorised roles can cancel or modify it. Every such action is logged with user name and timestamp — creating a full audit trail.
4. Location-Based Access
For multi-branch businesses, staff at Branch A can only see Branch A's data. Branch B data is completely invisible — preventing inter-branch data leakage.
5. Reduce Training Complexity
When a cashier's ERP screen only shows what they need, training is faster and simpler. They can't accidentally delete a report they didn't know existed.
MILAAN ERP Role-Based Access Features
- Pre-built roles (Admin, Manager, Cashier, Accountant, etc.)
- Custom role creation with granular permissions
- Module-level and function-level access control
- Branch-wise data isolation for multi-branch
- Complete audit trail for all user actions
- Two-factor authentication for owner access
Secure Your Business Data with ERP!
Book a FREE MILAAN ERP demo and see how role-based access protects your business from within.