CountServa
Users, Roles and the User Portal
Users and Access Control Roles in CountServa let the company owner decide who can sign in and exactly which modules and actions each person can use. Every person gets one role, and each role grants View, Create, Edit, Approve and Void rights per module. Employees use the same sign-in to reach the User Portal for payslips, leave and expense claims.
Before You Start
Only the Owner, or a person with Setup rights, can add users and change roles.
Built-In Roles
| Role | What It Can Do |
|---|---|
| Owner | Full access to every module and action. Cannot be restricted. |
| Accountant | Starts with full access, but the owner can narrow it. |
| Auditor (read-only) | Views the books without changing anything. |
| Employee | Self-service only: payslips, leave, expense claims and documents allowed by the owner. |
You can also create your own roles, for example Cashier or Sales Staff.
Create a Custom Role
- Go to Settings > User Access Control Roles.
- Press New Access Control Role, enter a name and press Create Access Control Role.
- Tick the actions allowed for each module: View, Create, Edit, Approve and Void.
- Press Save <Role Name> Access (for example Save Cashier Access). Use Rename or Delete to manage the role later.
Modules You Can Grant
| Module | Covers |
|---|---|
| Sales | Orders, invoices, credit notes, refunds |
| Quotations | Quotations, with an option to view quotations created by others |
| Purchases | Orders, goods received, bills, credit notes, refunds |
| Banking | Bank accounts, payment vouchers, official receipts, deposits, transfers |
| Payments | Receipts and payments |
| Contacts & Items | Customers, suppliers and items |
| Inventory | Stock on hand, adjustments, transfers |
| Point of Sale | Terminal, shifts, sales |
| Memberships | Plans, members, subscriptions, rewards |
| Campaigns | Voucher discounts, promotions, redemptions |
| Accounting | Chart of accounts, journals, contras, ledger, trial balance |
| Fixed Assets | Assets and depreciation |
| Financial Reports | Reports |
| Tax & e-Invoice | SST-02, tax codes, MyInvois |
| AI Accountant | The document inbox, plus a separate right to upload or snap documents |
| People / HR | Employees and leave |
| Payroll | Employees, payslips and statutory advances |
| Setup | Control panel, users, period close and settings |
| Expense Claims and Expense Advances | Claims and advances, with options to claim for other employees |
Extra switches narrow or widen what a person sees: View Quotations Created by Others, View Sales Documents Created by Others, View Purchase Documents Created by Others, View Bills Created by Others, Manage Own Bills Only, Create Expense Claims for Any Employee and Post / Unpost Own Expense Claims (until reimbursed). Without the "Created by Others" switches, a person sees only the documents they created.
Self-service switches control the User Portal one by one: My Leave, My Payslips, My Statutory Advance, My Identity Documents, My Files, My File Vault and Send Files to the Office Computer.
Add a User
- Go to Settings > Users and press New User.
- Enter the Full Name and Login Email (both required).
- Choose the User Access Control Role.
- For staff on payroll, fill in Employee No, Department, Designation, Join Date and Reports To.
- Set Login Status to Active.
- Press Create Person (or Save Changes when editing), then press Send Setup Link so the person can set their own password.
To give one person access that differs from their role, open the user, press Set Access, choose Custom access, tick the rights and press Save Access. Press Use Role Default to go back to the role.
Disable or Remove Access
Open the user and change Login Status to Disabled (cannot log in), or set Employment Status to Resigned (disables login) with a Resignation / Cessation Date. Press Save Changes. Their past records stay intact.
Access Links
For someone who needs short-term access without a full account, such as an auditor, open Access Links on the Users screen, press Generate Access Link and set Valid (days). Use Copy Link to share it. You can Extend, Regenerate or Revoke a link at any time, and View Access Log shows when it was used.
The User Portal for Employees
The User Portal is the mobile-friendly screen employees see when they sign in with the Employee role. Depending on the rights the owner gives, it shows:
- Payslips and the yearly EA Form.
- Leave applications and balances, plus Public Holidays.
- Expense Claims and Expense Advances.
- File Vault for personal documents.
- AI Accountant to snap receipts.
- Approvals for managers who approve leave.
- LINDUNG 24 Jam, which explains the SKBBK scheme and what it costs the employee, and shows whether they have opted out.
- My Statutory Advance for a staff member who pays statutory contributions on the company's behalf.
- Quotations, Invoices and Bills if the employee has those rights.
To share the portal, open your name menu at the top right. The User Portal panel shows a QR code. Staff scan it with their phone, or you press Open in New Tab.
My Account
Every user can open My Account from the name menu at the top right. Under Profile you can update your photo or press Remove photo. Employment details can only be changed by the owner or administrator. Under Security, press Change Password, enter the Current Password, New Password and Confirm New Password, and press Update Password. You can also keep your Identity Documents here.
Frequently Asked Questions
Can I Restrict the Owner Role?
No. The Owner always has full access. Create another role if you need a restricted manager.
An Employee Forgot Their Password. What Do I Do?
Open the user in Settings > Users and press Send Setup Link. They set a new password from the link.
Can Employees See Other People's Payslips?
No. The User Portal shows each employee only their own payslips, EA forms, leave and claims.
Can I Give Someone Access Without Changing Their Role?
Yes. Open the user, press Set Access, choose Custom access and tick only the rights that person needs. Use Role Default returns them to the role.