System Users vs Website Users in ERPNext
A common question in ERPNext is why an employee cannot access the ERPNext Desk or Dashboard even after being added as a User and assigned roles.
In most cases, the issue occurs because the user has been created as a Website User instead of a System User.
ERPNext supports two distinct user types, each designed for different purposes and levels of access.
Only System Users can access the ERPNext Desk, modules, dashboards, and internal business processes.
Why Can’t the Employee Access the Dashboard?
Even if a user has been assigned roles, they will not see the ERPNext Dashboard if their User Type is set as a Website User.
To access the ERPNext backend interface, the user must:
- Be configured as a System User.
- Have at least one role that provides Desk access.
- Be enabled and active.
If these requirements are met, the user will be able to access ERPNext modules and dashboards according to their assigned permissions.
Types of Users in ERPNext
ERPNext categorizes users into two main types:
- System Users – Internal users who perform business operations inside ERPNext.
- Website Users – External users who interact with the system through a portal or website.
System Users
System Users are typically employees, managers, administrators, and other internal staff members who need access to ERPNext modules and company data.
They can:
- Access ERPNext Desk and Dashboard.
- Use business modules such as CRM, Accounts, HR, Payroll, Manufacturing, and Stock.
- Create, edit, submit, and manage documents.
- Generate reports and analytics.
- Perform administrative and operational tasks.
Website Users
Website Users are generally external stakeholders such as customers, suppliers, vendors, students, or portal users.
They can:
- Access website portals and self-service pages.
- View information relevant to their account.
- Create limited transactions such as support tickets or orders.
- Manage their own profile and data.
Website Users cannot access ERPNext Desk modules unless converted into System Users.
Comparison: System User vs Website User
| System User | Website User |
|---|---|
| Designed for internal business operations | Designed for external interactions and self-service portals |
| Provides access to ERPNext modules and features | Provides limited portal access |
| Typically used by employees and managers | Typically used by customers, suppliers, or clients |
| Created and managed by administrators | Can be self-registered or created by administrators |
| Access to company-wide data and reports | Access only to personal or related records |
| Can create, edit, submit, and delete records | Can usually view or create limited records |
| Full data-entry capabilities across modules | Restricted data-entry permissions |
| Can access ERPNext Dashboard and Desk | Cannot access ERPNext Dashboard and Desk |
How to Verify the User Type
If a user cannot access ERPNext modules:
- Open the User record.
- Check the User Type field.
- Ensure the user is categorized as a System User.
- Verify that the user has appropriate roles assigned.
- Save the document and ask the user to log in again.
TIP
If an employee is unable to see the ERPNext Dashboard, first verify that they are a System User and not a Website User. This is the most common reason for access issues after assigning roles.
Related Topics
- User Management
- Roles and Role Profiles
- Role Based Permissions
- User Permissions
- System Settings
SUMMARY
ERPNext distinguishes between System Users and Website Users. System Users can access the ERPNext Dashboard, modules, reports, and company data, while Website Users are limited to portal-based interactions. If an employee cannot access the Dashboard, verify that they are configured as a System User with the appropriate roles and permissions.
