User Administration is the central control point for who can log in to OMBA and what they can do. Every person who uses the system needs their own user account. When you set up an account you choose an access level, assign the account to an outlet if relevant, and then configure a granular permission list that determines exactly which menu items, transactions, and reports that person can see. Users only ever see the modules and pages you have explicitly granted them — someone with only Sales permissions will not see Finance menus, and vice versa.Documentation Index
Fetch the complete documentation index at: https://ombamanual.ombaerp.com/llms.txt
Use this file to discover all available pages before exploring further.
Access levels
OMBA has five built-in access levels. Choose the one that matches the responsibility of the person you are creating:| Level | Description |
|---|---|
ADMINISTRATOR | Full access. Can perform all setup and administration tasks. |
WEBADMINISTRATOR | Administrative access for a cloud/web deployment. Can manage users and settings but is scoped to the web interface. |
WEBUSER | Standard operational user in a web deployment. Permissions are controlled by the module permission list. |
USER | Standard desktop/terminal user. Permissions are controlled by the module permission list. |
WAITER | Restricted to restaurant/hospitality workflows (order entry, order monitor). Module access is automatically limited to the relevant menus. |
Create a new user account
Open User Administration
Navigate to Administration → User Accounts. The page lists all existing users with their username, full name, email, access level, and outlet assignment.
Click New User
Click the New User button in the toolbar. The detail form opens on the left side of the screen under the Profile section.
Fill in the profile fields
Complete the following fields:
- Username — the login name the person will type at the login screen. It cannot be changed after the account is saved.
- Full Name — the person’s display name as it will appear throughout the system.
- Email — used for password reset emails and system notifications.
- Staff No — optional. Links the user account to their HR/payroll employee record.
- Access Level — select from the five levels described above.
- Outlet — if the user should be restricted to a specific branch or outlet, select it here. Leave as “ALL” for users who operate across all locations.
Select module permissions
The Permissions panel on the right shows every menu item registered in OMBA, grouped by module. Use the Select Module dropdown to filter by a specific module (for example, SALES or PAYROLL) and use the Reports, Transactions, and Setup checkboxes to narrow the list further.Toggle individual items on or off by clicking the toggle icon in each row. Use Select All to grant every visible item in the current filter, or Un-Select All to revoke them.The available modules are:
- APPROVALS
- BANK
- EXPENSES
- FINANCIAL
- FIXED ASSETS
- FMC (fuel management)
- NETWORK
- PAREC
- PAYROLL
- PURCHASES
- SALES
- STOCKS
- SUPERVISOR
For cloud-deployed (web) installations, creating a new user also provisions a licence seat through the Remodel IT Consult licence service. You will see a Package Selection panel where you choose which OMBA modules to include on the user’s licence before clicking Create Profile. The system generates a random initial password and sends it to the user’s email address.
Edit an existing user
In the Users list, click the edit icon (pencil) on the row you want to change. The profile and permission panels populate with that user’s current settings. Make your changes and click Save. You cannot change a user’s username once the account has been created — only the full name, email, staff number, access level, outlet, and permissions can be updated.Reset a password
If a user forgets their password an administrator can trigger a password reset from the Users list without knowing the current password. Click the reset icon on the user’s row. OMBA sends the user a new temporary password by email if an email address is on the account, or generates a new password and displays it on screen if no email address is set.Forgotten password on the login page
Users can also reset their own password directly from the OMBA login page using the Forgotten Password link. They enter their registered email address and the system emails a reset link. The user must have a valid email address on their account for this to work. If no email address is set, an administrator must perform the reset from User Administration.Deactivate or remove an account
To permanently remove an account, click the delete icon on the user’s row in the list. OMBA asks for confirmation before deleting. The user’s transaction history is preserved; only the login credential is removed.There is no “disable” toggle — removing the account is the way to prevent login. If you are offboarding a staff member temporarily (such as for a suspension), consider removing their permissions rather than deleting the account so you can restore them later.