Staff & Roles¶

Updated 7 November 2026

Give your team access without handing everyone every key. Each member of staff has an account, and each account has a role: a set of permissions chosen from 46.

Create a role¶

Setup → Admin Roles

1. Name the role (for example "Support Agent" or "Billing Manager") and describe it.
2. Tick the permissions it grants. They are grouped as Clients, Orders, Invoices, Products, Services, Domains, Tickets, Configuration (one for each setup area: staff, roles, servers, gateways, registrars, email templates and so on), Reports & System, and Quotes & Projects.
3. Or tick Full administrator: the role then has every permission, including ones added in later versions. manage updates (applying a PNLCS update) is the one to think twice about: it replaces the application's own code.

A role that still has staff on it cannot be deleted. You cannot edit your own role so that it loses manage roles, which would leave nobody able to fix roles from the admin area.

You can only hand out what you have¶

Someone who is not a full administrator can only create or edit a role, or give a role to an account, when every permission in it is one they hold themselves, and never Full administrator. They also cannot edit or delete an account (its password included) whose role they could not have granted, or delete such a role. Otherwise PNLCS answers "That role carries rights you do not hold yourself."

The dashboard follows the role¶

Each dashboard widget needs a permission, and a member of staff only sees the widgets their role allows: the billing figures need view reports, the clients, orders, services, domains and tickets widgets need the matching list permission, system health and automation need view system, and the registrar balance needs manage registrars. The overview counts and the to-do list are shown to everyone.

Add a member of staff¶

Setup → Admin Accounts

1. Enter their first and last name, email and username, and choose a password (at least 6 characters).
2. Assign a role.
3. Optionally tick the Support departments they handle and Email new tickets in these departments: they then get an email for each new ticket a client opens in one of those departments. The company email is told about every new ticket as before. See Staff alerts.
4. Save, and give them the username and password yourself: PNLCS does not email them. They sign in at https://example.com/admin/login and can change the password under My Account.

When someone leaves¶

Delete their account on Setup → Admin Accounts. They can no longer sign in, and every API credential the account owned is deleted with it. You cannot delete your own account.

Example roles¶

Good practice¶

• Give each person the least access their job needs.
• Ask everyone to turn on two-factor authentication under My Account. PNLCS then shows 8 backup codes once; each works one time in place of the app's code, so they belong in a password manager. After five wrong codes the account has to wait 15 minutes before trying again.
• Review roles now and then, and delete accounts as soon as people leave.

Staff actions are recorded in the Activity Log (Utilities → Activity Log): who did what, and when. Utilities → System Logs has, in its sidebar, the Gateway Logs, Module Logs (the calls the SSL module and KSeF make) and Email Logs. All of these need the view activity log permission.

API access¶

Staff use the API through API credentials, which act with the permissions of the account that owns them.