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Creating External User?

Here’s a step-by-step guide to create a Non-Employee User in DaaI Business Suite.

✅ When to Use

Use this flow when creating a user who is not a company employee but needs system access — for example, a Chartered Accountant, Consultant, Advisor, Auditor, or Temporary Access User.

⚠️ Warning: You do not need to fill employee-related fields for such users. If you tick “Is Employee?” and fill the full employee details, the system will treat them as regular employees, and they will be included in salary processing and other HR workflows.

🔹 Steps to Create a Non-Employee User

  1. Go to: Users > Users (route /daai/users).
  2. Click the Add button.
  3. Fill User Details (Top Section):
    • Do NOT tick “Is Employee?” — this ensures that employee-specific sections (salary, HR, bank, PF, etc.) remain hidden.
    • First Name * – Enter user’s first name.
    • Last Name * – Enter user’s last name.
    • Email (Personal) * – Used as the login ID and for notifications.
    • Role * – Select a Role (e.g., Consultant, Admin, Auditor — ideally a limited custom role).
    • Password / Confirm Password * – Set login credentials.
    • Profile Image – Optional.
    • Is Active (Permission to Allow Login) – Enable this to grant login access.
  4. Click Save to create the user.

🚫 Why “Is Employee” Must Stay Unchecked

Ticking Is Employee activates payroll, salary records, attendance, leaves, and the full set of HR fields — none of which should apply to a CA / Consultant. They would also start receiving HR notifications and appearing in salary cycles.

🛡️ Recommended Role Setup

Before creating the external user:

  1. Go to Users > Roles → click Add.
  2. Name it “External – CA” (or similar).
  3. Grant Read_All only on the modules they actually need (e.g., Reports, Statements, Invoices).
  4. Click Save.
  5. Assign this role to the external user during creation.

⚠️ Warning: Be mindful of what permissions you assign to an external user. It is strongly recommended to:

  • Create a new role with read-only access.
  • Grant access only to the specific modules they need.
  • Then assign this custom role to the external user.

This ensures data security and restricted access as per your organization’s policy.

🔒 Restrictions for Non-Employee Users:

  • They don’t appear in Employee Reports.
  • No payroll, leaves, or attendance-related modules are available to them.
  • They can only access what’s granted via their Role.

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