Odoo 18, the latest version of the powerful open-source ERP system, comes with enhanced user management features that cater to businesses of all sizes. Whether you are an administrator, an employee, or an external partner, Odoo 18 provides different user roles with varying levels of access and permissions. Understanding these user types is crucial for a successful Odoo implementation, ensuring security, efficiency, and streamlined workflows.
In this article, we will explore the different user types in Odoo 18, their roles, and how they impact your business operations.
Understanding User Types in Odoo 18
Odoo 18 categorizes users into different types based on their level of access and responsibilities within the system. These include:
- Administrator
- Internal Users (Employees & Managers)
- Portal Users
- Public Users (Website Visitors)
Each of these user types serves a specific function and has unique access rights, making it essential to configure them correctly for optimal business performance.
1. Administrator
The Administrator is the highest-level user in Odoo 18, responsible for managing the entire system. This user has full access to all modules, settings, and database configurations.
Key Responsibilities:
- Managing user roles and permissions
- Configuring company settings and workflows
- Installing and updating Odoo modules
- Monitoring security and backups
- Troubleshooting system issues
Administrators play a critical role in ensuring that Odoo 18 runs smoothly and securely across all departments.
2. Internal Users (Employees & Managers)
Internal users are typically employees or managers who use Odoo for day-to-day business operations. They have access to specific modules based on their job roles and permissions assigned by the administrator.
Types of Internal Users:
a) Employees
Employees are regular users who interact with Odoo modules based on their job functions. They may have access to:
- Sales & CRM
- Inventory management
- HR & Payroll
- Accounting (limited access)
b) Managers
Managers have more access rights than regular employees, allowing them to oversee department operations. They may have:
- Approval rights for sales and purchase orders
- Access to financial reports and analytics
- Team performance monitoring
Internal users play a vital role in ensuring business processes are executed efficiently using Odoo 18.
3. Portal Users
Portal users are external partners, such as customers and vendors, who require limited access to Odoo 18 to interact with business operations.
Key Features of Portal Users:
- Limited access to specific modules (e.g., Customer Portal, Supplier Portal)
- Ability to view and track invoices, orders, and deliveries
- Restricted from making internal changes to company data
- Secure communication channel with internal teams
Portal users enhance customer experience by providing real-time insights into transactions while maintaining business data security.
4. Public Users (Website Visitors)
Public users are anonymous visitors who interact with Odoo’s website or eCommerce platform. They have the lowest level of access and cannot view sensitive business information.
Common Interactions of Public Users:
- Browsing product catalogs
- Submitting inquiries via contact forms
- Placing online orders (guest checkout)
- Reading blog posts and FAQs
Public users contribute to business engagement and lead generation, eventually converting into portal users or customers.
How to Manage User Roles in Odoo 18?
Properly managing user roles in Odoo 18 ensures data security and operational efficiency. Here’s how you can do it:
- Navigate to the User Settings:
- Go to Settings > Users & Companies > Users
- Assign User Types & Permissions:
- Select an existing user or create a new one
- Choose the appropriate access level (Administrator, Internal User, Portal User, or Public User)
- Customize Access Rights:
- Enable or restrict access to specific modules based on job responsibilities
- Use security groups to streamline permission management
- Regularly Review User Access:
- Periodically audit user roles to prevent unauthorized access
- Update permissions as employees change roles or leave the company
Conclusion
Understanding the different user types in Odoo 18 helps businesses assign the right access levels and maintain security within the system. From administrators managing configurations to portal users accessing limited data, each role plays a crucial part in smooth ERP operations.
If you need help configuring user roles and optimizing your Odoo system, consider hiring an Odoo Implementation consultant. An expert can ensure that your ERP is set up correctly, improving efficiency and data security. Contact us today to streamline your Odoo 18 implementation!
