Users¶

Odoo defines a user as someone who has access to a database. An administrator can add as many users as the company needs and, in order to restrict the type of information each user can access, rules can be applied to each user. Users and access rights can be added and changed at any point.

Add individual users¶

To add new users, navigate to Settings app ‣ Users section ‣ Manage Users, and click on New.

screenshot: general-users-manage-users

menu: Settings ‣ General Settings ‣ Users
shows: The Users section of the settings with the number of active users, the "Invite New Users" field and the "Manage Users" link.
highlight: The "Manage Users" link.
module: base_setup
notes: English UI, crop to the relevant area.

Fill in the form with all the required information. Under the Access Rights tab, choose the group within each application the user can have access to.

The list of applications shown is based on the applications installed on the database.

screenshot: general-users-new-user-form

menu: Settings ‣ Users & Companies ‣ Users ‣ New
shows: User form with Name, Email Address, the Access Rights tab (application access dropdowns per app) and the Preferences tab.
highlight: The Access Rights tab.
data: New user "Anita Oliver", Sales: "User: Own Documents Only".
module: base
notes: English UI, 1440px width, crop to the form sheet.

After filling out all the necessary fields on the page, (Save manually). An invitation email is automatically sent to the user, using the email in the Email Address field. The user must click on the link included in the email to accept the invitation, and to create a database login.

screenshot: general-users-invitation-sent

menu: Settings ‣ Users & Companies ‣ Users ‣ (new user)
shows: Saved user form with the notification/banner that the invitation email has been sent and the "Send an Invitation Email" button.
highlight: The banner.
module: auth_signup
notes: English UI, crop to the relevant area.

Tip

Users can also be invited quickly by entering their email addresses in the Invite New Users field of the Users section in the Settings app, then clicking Invite.

User type¶

User Type can be chosen on the Manage Users page by clicking on the search bar, and then setting a filter for either Internal User or Portal User.

Odoo databases have three types of users: Internal User, Portal, and Public. Users are considered internal database users. Portal users are external users, who only have access to the database portal to view records. Public users are those visiting websites, via the website’s frontend. See the documentation on Portal access.

The Portal user option does not allow the administrator to choose access rights. These users have specific access rights pre-set (such as, record rules and restricted menus), and usually do not belong to the usual Odoo groups.

Deactivate users¶

To deactivate (i.e. archive) a user, navigate to Settings app ‣ Users section ‣ Manage Users. Then, tick the checkbox to the left of the users to be deactivated.

After selecting the appropriate user to be archived, click the (Actions) icon, and select Archive from the resulting drop-down menu. Then, click OK from the Confirmation pop-up window that appears.

Danger

Never deactivate the main/administrator user (admin). Making changes to admin users can have a detrimental impact on the database. This includes impotent admin, which means that no user in the database can make changes to the access rights. For this reason, contact your Odoo partner or system administrator before making changes.

Password management¶

Password management is an important part of granting users autonomous access to the database at all times. Odoo offers a few different methods to reset a user’s password.

Tip

Odoo has a setting to specify the length needed for a password. This setting can be accessed by navigating to Settings app ‣ Permissions section, and entering the desired password length in the Minimum Password Length field. By default the value is 8.

screenshot: general-users-min-password-length

menu: Settings ‣ General Settings ‣ Permissions
shows: The Permissions section with the "Minimum Password Length" field (value 8).
highlight: The "Minimum Password Length" field.
module: auth_password_policy
notes: English UI, crop to the relevant area.

Reset password¶

Sometimes, users might wish to reset their personal password for added security, so they are the only ones with access to the password. Odoo offers two different reset options: one initiated by the user to reset the password, and another where the administrator triggers a reset.

Enable password reset from login page¶

It is possible to enable/disable password resets directly from the login page. This action is completed by the individual user, and this setting is enabled by default.

To change this setting, go to Settings app ‣ Permissions section, activate Password Reset, and then click Save.

screenshot: general-users-password-reset-setting

menu: Settings ‣ General Settings ‣ Permissions
shows: The Permissions section with the "Password Reset" checkbox enabled.
highlight: The "Password Reset" setting.
module: auth_signup
notes: English UI, crop to the relevant area.

On the login page, click Reset Password to initiate the password reset process, and have a reset-token sent to the email on file.

Send reset instructions¶

Go to Settings app ‣ Users & Companies ‣ Users, select the user from the list, and click on Send Password Reset Instructions on the user form. An email is automatically sent to them with password reset instructions.

Note

The Send Password Reset Instructions button only appears if the Odoo invitation email has already been confirmed by the user. Otherwise, a Re-send Invitation Email button appears.

This email contains all the instructions needed to reset the password, along with a link redirecting the user to an Odoo login page.

screenshot: general-users-password-reset-email

menu: (email client)
shows: The password reset email received by the user, with the "Change password" button.
module: auth_signup
notes: Any email client; blur personal data.

Change user password¶

Go to Settings app ‣ Users & Companies ‣ Users, and select a user to access its form. Click on the (Actions) icon, and select Change Password from the resulting drop-down menu. Enter a new password in the New Password column of the Change Password pop-up window that appears, and confirm the change by clicking Change Password.

screenshot: general-users-change-password

menu: Settings ‣ Users & Companies ‣ Users ‣ (a user) ‣ Actions ‣ Change Password
shows: The Change Password dialog listing the user with the "New Password" column, and the "Change Password" button.
highlight: The "New Password" cell.
module: base
notes: English UI, crop to the relevant area.

Note

This operation only modifies the password of the users in this database. Alternatively, the user can set the password themselves by using the password reset email.

After clicking Change Password, the page is redirected to an Odoo login page where the database can be re-accessed using the new password.

Default access rights¶

By default, new users get the highest access rights for all installed apps. To define the access rights given to new users instead, go to Settings app ‣ Permissions section, enable Default Access Rights, click Save, then click the Default Access Rights link. The form that opens is a template user: set its Access Rights as needed. If the setting is disabled, new users only get basic employee access.

screenshot: general-users-default-access-rights

menu: Settings ‣ General Settings ‣ Permissions
shows: The Permissions section with the "Customer Account" options (On invitation / Free sign up), the "Default Access Rights" setting enabled with its link, "Password Reset", and "API Keys" with the "Manage API Keys" link.
highlight: The "Default Access Rights" setting.
module: base_setup, auth_signup
notes: English UI, crop to the Permissions section.

Account security¶

Each user can manage the security of their account from their preferences: click the avatar in the upper-right corner, select My Profile, and open the Account Security tab. The following options are available:

Change password: set a new password after confirming the current one.
Two-factor Authentication: enable or disable 2FA.
Log out from all devices: close all the other sessions of the user, e.g., after losing a device. The active sessions are listed in the Devices tab.
API Keys: API keys are used to connect to Odoo from external tools (e.g., scripts or integrations) without a password or two-factor authentication. Click New API Key, enter a description, select a Duration (from 1 Day to 1 Year; administrators can also choose Persistent Key or Custom Date), confirm the password, and click Generate key. Copy the key immediately: it cannot be displayed again. Existing keys can be deleted with the (delete) icon.

Note

Administrators can view and revoke the API keys of all users by clicking Manage API Keys in the Permissions section of the Settings app.

screenshot: general-users-account-security

menu: Avatar ‣ My Profile ‣ Account Security tab
shows: The Account Security tab: "Change password", the Two-factor Authentication toggle, "Log out from all devices", and the API Keys list with one key and the "New API Key" button.
highlight: The API Keys block.
data: API key "Reporting script", scope rpc, expiration in 3 months.
module: base, auth_totp
notes: English UI, crop to the tab.

Multi Companies¶

The Multi Companies field on a user form allows an administrator to provide access to multiple companies for users. To configure a multi-company environment for a user, navigate to the desired user by going to: Settings app ‣ Users section ‣ Manage users. Then, select the user to open their user form, and configure with multi-company access.

Under Multi Companies in the Access Rights tab, set the fields labeled Allowed Companies and Default Company.

The Allowed Companies field can contain multiple companies. These are the companies the user can access and edit, according to the set access rights. The Default Company is the company the user defaults to, upon logging in each time. This field can contain only one company.

Warning

If multi-company access is not configured correctly, it could lead to inconsistent multi-company behaviors. Because of this, only experienced Odoo users should make access rights changes to users for databases with a multi-company configuration. For technical explanations, refer to the developer documentation on Multi-company Guidelines.

screenshot: general-users-multi-companies

menu: Settings ‣ Users & Companies ‣ Users ‣ (a user)
shows: User form with the "Allowed Companies" and "Default Company" fields in a multi-company database.
highlight: The two company fields.
data: Two companies "YourCompany HU" and "YourCompany ES".
module: base
notes: English UI, crop to the relevant area.