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Admin Guides

This section is for administrators — the people who configure Vruksha ERP for the rest of the organization. If you set up the company profile, decide how IDs are numbered, create master/reference data, invite colleagues, and decide who can do what, these guides are for you.

Who is an administrator?​

An administrator is any user holding the Admin organization role. The Admin role is the system owner and final authority: it has organization-wide access to every partnership, project, and feature, and full approval authority. In practice, the first user who signs up and creates the organization becomes its Admin, and that person seeds the rest of the configuration.

A few setup tasks (for example, organization-wide settings, user management, and role assignment) are reserved for the Admin role. Other roles — such as People Manager (HR) — can manage users and assignments, but cannot change organization-level finance or system settings. See the RBAC matrix for the full permission breakdown.

Admin responsibilities​

As an administrator you are responsible for:

  • Organization identity — keeping the company profile, tax ID, address, currency, and timezone accurate.
  • Numbering standards — configuring the prefixes used to auto-generate Project, Subproject, Quotation, Sales Order, Sales Invoice, Purchase Order, and Purchase Invoice IDs.
  • Reference / master data — setting up the locations, stock categories, amenities, statuses, document types, and other lookups that the rest of the system depends on.
  • People and access — inviting users, assigning each user exactly one organization role, and granting subproject roles where needed.
  • Governance — reviewing audit logs and ensuring the right people have the right access (and no more).

Work through these steps in order. Each step builds on the previous one, so doing them out of sequence usually means coming back to fix something later.

  1. Set up the organization. Confirm the company name, tax ID, business type, industry, size, timezone, currency, address, and contact details. See Organization Setup.
  2. Configure naming conventions. Decide the prefixes for your auto-generated identifiers (PRJ-, SP-, QT-, SO-, SI-, PO-, PI-) before you create any records, so every ID follows the same standard from day one. See Naming Conventions.
  3. Set up reference / master data. Build out the locations, stock categories, amenities, statuses, and document types that projects, stock, and sales depend on. Start at the Reference Data overview.
  4. Invite users and assign roles. Create users, send invitations, assign each user one organization role, and add subproject roles where appropriate. See Users & Roles.
  5. Create partnerships and projects. With people and data in place, you (and the colleagues you invited) can begin building partnerships, projects, subprojects, and units.

:::tip Configure before you create Naming conventions and reference data are most valuable when set before real records exist. Changing a prefix or a category after records are created does not rename existing records — it only affects new ones. :::

Where to go next​

  • Organization Setup — edit the company profile and view organization statistics.
  • Naming Conventions — configure auto-generated ID prefixes.
  • My Profile — manage your own account and password.
  • Users & Roles — the two-layer RBAC model, managing users, invitations, and roles.
  • Reference Data — locations, stock, amenities, statuses, and document types.
  • RBAC matrix — the authoritative role-to-permission reference.