Assigning Roles to an Employee
You must assign one or more roles to each employee to whom you want to provide access to NetSuite. Each role is a set of associated permissions that determine the data assigned users can see and the tasks they can perform.
You assign roles to an employee on the Roles subtab of the Employee record's Access tab.
If you have the Effective Dating feature enabled, the Role field is not effective-dated. If you change an employee’s role settings, as part of an effective-dated change, this change is immediate.
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For general information about roles and NetSuite access, see NetSuite Access Overview.
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NetSuite provides many standard roles with predefined permissions. To view a list of the standard roles and permissions, see Standard Roles Permissions Table.
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You can customize the standard roles to fit the unique needs of your business. For information about how to customize a role, see Customizing or Creating NetSuite Roles.
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If you use the Global Permissions feature, in addition to assigning roles to employees, you can assign permissions directly on each employee record. Please note that usage of the Global Permissions feature is not recommended. For more information, see Using the Global Permissions Feature.
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You can restrict employee access to data by location. For information, see Employee Locations.
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For information regarding employee roles and social security data, see Working with Employee Social Security Numbers.
Employees can have multiple roles in your company.
To assign one or more roles to an employee:
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Go to Lists > Employees > Employees.
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Click Edit next to the name of the employee you want to assign a role to.
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Under Email | Phone | Address, enter an email address in the Email field if one has not been entered already.
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Click the Access subtab.
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Complete the necessary access-related fields, if you have not already.
For more information, see Giving an Employee Access to NetSuite.
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In the Role field, select a role for this employee.
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Click Add.
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Repeat steps 6-7 for any other roles you want to assign to this employee.
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Click Save.
Your employee now has a role and can access your NetSuite account. When the employee logs in, the employee sees only the links that the role gives permission to see.
If you need to remove a role for an employee, open the record, click the name of the role on the Access tab. Click Remove, and then click Save.
To see a list of all the users assigned to a particular role, go to Setup > Users/Roles > Manage Users. Select the role from the Role list. You can also run an employee search to find out which roles have been assigned to employees. For more information, see Running Searches.