The Configuration module is the control centre of the Profert system. From here, the administrator can add new users, edit existing users, assign roles, and link users to stores or factories. It also provides access to system documents.
Only the SuperAdmin role has full access to the Configuration module, including adding and editing users.
User Management allows you to control who can log in to Profert and what they can access. Every person who needs to use Profert (Store Person, Factory staff, Backend Person, etc.) must first be added as a user by the SuperAdmin.
Follow these steps to add a new person to the system:
Here is what each field on the Add / Edit User form means:
| Field Name | What to Enter | Required? |
|---|---|---|
| Username | The full name of the user. Only letters and spaces allowed. Maximum 50 characters. | Required |
| Email Address | The user's work email. This email will receive system notifications. Example: rahul.store@labcare.com. Must be a valid email format. | Required |
| Phone Number | 10-digit Indian mobile number. Must start with 6, 7, 8, or 9. Example: 9876543210. | Required |
| User Role | The role that controls what the user can see and do in the system. See Section 11 for all roles explained. | Required |
| Country | Select the country where the user is located. Usually India. | Required |
| State | Select the state (e.g., Maharashtra). This list updates based on the country selected. | Required |
| City | Select the city (e.g., Pune). This list updates based on the state selected. | Required |
| Pincode | 6-digit postal pincode of the user's location. Only numbers allowed. | Required |
| Store | Select one or more stores. Appears only when Role = Store Person. This links the user to that store's data. | Required for Store Person |
| Factory | Select one or more factories. Appears only when Role = Factory. This links the user to that factory's data. | Required for Factory |
| Distributor | Optional field to note the distributor name or code associated with this user. | Optional |
| Password | Create a secure password for the user. Must follow the password rules in Section 7. The user should be told this password privately. | Required (Add only) |
| Confirm Password | Type the same password again. Both fields must match exactly. | Required (Add only) |
When creating or changing a password, it must follow all of these rules:
| Rule | Example |
|---|---|
| At least 8 characters long | Minimum length: 8 |
| At least one UPPERCASE letter (A–Z) | Store@2026 |
| At least one lowercase letter (a–z) | Store@2026 |
| At least one number (0–9) | Store@2026 |
| At least one special character (e.g. @, #, !, $, _) | Store@2026 |
Profert@2026When adding a user, the Store and Factory fields appear depending on the role selected:
| Role Selected | What Appears | What You Must Do |
|---|---|---|
| Store Person | Store dropdown appears | Select the store(s) this person works in. The user will only see data from those stores. |
| Factory | Factory dropdown appears | Select the factory this person belongs to. The user will only see factory data for that factory. |
| All other roles | No Store or Factory dropdown | No assignment needed. Access is controlled by the role itself. |
To update a user's details (e.g., change their role, update their email, change their store):
Every user in the system has a profile page that shows all their details and their unique QR code badge.
When adding a user, you must select the correct role. Here is a simple explanation of each role:
| Role Name | Who Is This For? | What They Can Do in Profert |
|---|---|---|
| SuperAdmin | System administrator | Full access to everything. Can add/edit users, view all data across all stores and factories. Only SuperAdmin can open the Configuration module. |
| Labcare Admin | Labcare management person | Approves or rejects quotations. Assigns orders to stores. Views all reports. Cannot add users. |
| Backend Person | Sales / quotation team member | Raises quotations, finalises quotations, answers queries. Cannot approve or dispatch. |
| Store Person | Staff working at a store location | Accepts orders, manages store inventory, creates inward and outward entries, raises requisitions to Factory or Main Store. Can only see their assigned store's data. |
| Factory | Staff working at a factory | Receives requisitions from Store, generates QR codes, assigns assembly tasks to Floor Persons, does inward/outward of products and components. Can only see their assigned factory's data. |
| Floor Person | Assembly worker on factory floor | Uses the Kiosk screen only. Scans badge QR to activate their card. Scans product and component QRs to complete assembly. Cannot access any other part of the system. |
| Main Store | Staff at the main/central warehouse | Receives component requisitions from Store, manages central component inventory, outwards components to Store, raises requisitions to Purchase Department. |
| Purchase Department | Procurement/purchase team | Receives component requests from Main Store, processes purchases, allows Main Store to inward the procured components. |
If something goes wrong while adding or editing a user, the system will show an error message. Here is what each error means and how to fix it:
| Error Message | What It Means | How to Fix It |
|---|---|---|
| "Username is required." | You left the Username field blank. | Type the user's full name in the Username field. |
| "Email Address is required." | You left the Email field blank. | Enter a valid email address for the user. |
| "Please enter a valid email address." | The email you typed is in the wrong format. | Make sure the email looks like: name@company.com |
| "Mobile number already exists." | Another user in the system already has the same phone number. | Check if the user is already registered. Use a different phone number if they are a new person. |
| "Email address already exists." | Another user in the system already has the same email. | Check if the user already exists. Use a different email address if needed. |
| "Please enter a valid 10-digit phone number starting with 6–9." | The phone number entered is not valid. | Enter a 10-digit mobile number that starts with 6, 7, 8, or 9. No spaces or dashes. |
| "Pincode must be exactly 6 digits." | The pincode is wrong — it might have letters or too few/many digits. | Enter exactly 6 numbers. Example: 411001 |
| "Password must be at least 8 characters." | The password you entered is too short. | Use a password with at least 8 characters including uppercase, lowercase, number, and special character. |
| "Passwords do not match." | The Password and Confirm Password fields have different text. | Type the same password in both fields carefully. Check for typos. |
| "Store is required for Store Person role." | You selected Store Person as the role but did not choose a store. | Select at least one store from the Store dropdown before saving. |
| "Factory is required for Factory role." | You selected Factory as the role but did not choose a factory. | Select at least one factory from the Factory dropdown before saving. |
| "Unauthorised Access" | You are trying to open a page that your role cannot access. | Only SuperAdmin can add/edit users. Ask your SuperAdmin to make the changes. |
| Task | How to Do It | Who Can Do It |
|---|---|---|
| Add a new user | Configuration → Add New User → Fill form → Save | SuperAdmin only |
| Edit a user's details | Configuration → User List → Click Edit (pencil icon) → Change fields → Save | SuperAdmin only |
| View a user's profile and QR code | Configuration → User List → Click View (eye icon) | SuperAdmin only |
| Change a user's password | Edit User → Fill Password + Confirm Password → Save | SuperAdmin only |
| Change a user's store or factory | Edit User → Change Store/Factory dropdown → Save | SuperAdmin only |
| Print a Floor Person's QR badge | Configuration → User List → View → Print QR code | SuperAdmin only |
| View Configuration Document (PDF) | Configuration → Configuration Document | All roles (SuperAdmin, Factory, Store, etc.) |