Administration

Administration is where a System Manager provisions accounts and decides who can reach which parts of Warka. Self-service sign-up is switched off on purpose, so every account is created here by an administrator. This keeps access controlled and predictable. This guide is written for the person doing the assigning. If you are new to Warka, read Getting Started first for the general navigation.

You reach these tools from the Administration item in the sidebar, which is visible only to System Managers. It has sections for Overview, Users & Roles, Companies, and Departments.

Creating a user

1. Open Administration, then the Users & Roles section.
2. Click New User.
3. Fill in First name and Email (both required). The email is the person's login.
4. Optionally set a Temporary password (leave it blank to send an email invite instead), plus username, gender, mobile, phone, designation, birth date, and location.
5. Under Roles, select the roles this person needs (see the table below). New users start with the Employee role selected.
6. Click Create User.

If you set a temporary password, share it securely and ask the person to change it the first time they sign in.

Changing roles and access

1. In Users & Roles, use the search box to find the person, then click their row.
2. The Manage User panel opens. Under Roles & Access, toggle roles on or off to change which modules the person can reach.
3. Click Save changes.

A person only sees the modules their roles allow, and each change takes effect the next time they load the app. The four tiles at the top of Users & Roles show your totals for users, active accounts, disabled accounts, and administrators.

Enabling and disabling accounts

Disabling an account blocks sign-in without deleting anything, which is the safe way to handle someone who has left or is on extended leave.

1. In Users & Roles, click the person's row to open Manage User.
2. In the status box, click Disable to block sign-in, or Enable to restore it. The badge updates to Active or Disabled.

The built-in Administrator account always has full access and cannot be disabled or have its roles changed here.

What each role can do

Assign the fewest roles a person needs to do their job. Many modules have a day-to-day user role and a manager role that can also approve and post; this split keeps duties separated (for example, a clerk can record a leave request, but only a manager can approve payroll). This mirrors the roles in the Implementation Guide, oriented to you as the person assigning them.

For the complete, exact permission mapping, see the Security and RBAC reference.

Companies and departments

The Companies section lists the business entities configured in Warka. Click a company to view its abbreviation, currency, country, headcount, parent company, and tax ID.

The Departments section manages your organizational units. To add one, click New Department, enter a Department name (required), choose the company and optionally a parent department, and click Create. Click any department to see its company, headcount, and parent, or to delete it. A department that still has employees or other linked records cannot be deleted until they are reassigned.

Inviting a company to the platform

If you run Warka as a hosted platform for multiple companies, the Invites section lets a System Manager give a company its own workspace. Self-service signup is invite-only, so only people you invite can create a workspace.

To issue an invite:

1. Go to Administration, then Invites.
2. Fill in the short form:
   • Company name (optional): pre-fills the company name on their signup.
   • Lock to email (optional): ties the invite to one email address so only that person can use it. Leave it blank for an open invite.
   • Number of workspaces: how many workspaces the invite can create (usually 1).
   • Valid for (days): how long before it expires.
3. Click Create invite. A ready-to-send link appears with a Copy button.
4. Send that link to the company. They open it, fill a short form, and their isolated ERP is provisioned automatically at their own web address, with a welcome email containing their sign-in details.

The list below the form shows every invite you have issued, with its status (active, expired, exhausted, or revoked) and how many times it has been used. Click Revoke on any active invite to disable it immediately.

This section only works on the main Warka platform. Inside an individual company's workspace it is not available.

A practical starting point

• Give one or two trusted people System Manager.
• Give each department head the Manager role for their module.
• Give clerks and coordinators the User role for their module.
• Give everyone else Employee for self-service.

Related guides

• Getting Started - how roles shape what each user sees.
• Implementation Guide - the full rollout, including users and roles.
• Security and RBAC reference - the exact permission model and go-live hardening. </content>