Linx help guides explain how to complete a task, with permission details beside the actions that need them. Use this article as a reference when something in a guide is unfamiliar; you do not need to read it before following another article.
Find the right guide
Choose the topic that matches what you are doing, such as Customers and sales, Products and inventory or Point of sale. Look for the task in the article title, then go to the section you need.
The Related articles at the end of a guide point to useful next steps or background information. For an introduction to the app itself, see Sign in and find your way around.
For the meaning of records, fields, forms, queries, timelines and Regarding, see Understand the basics: records, lists and timelines.
Currency, regional settings and examples
These guides use British English and a fictional UK business for the main examples. Pounds (GBP, £), UK addresses and British date formats in an example are not requirements for your business. Some screenshots may show other regional settings.
Your workspace starts with currency, number and date formatting defaults based on the country selected when it is created. For example, the United Kingdom preset uses GBP and the Spain preset uses EUR. These are business-wide settings, not a separate currency chosen by each person who signs in. An administrator can review them in General settings → Formatting.
Linx subscription charges are separate: they are billed in US dollars (USD), even if your business’s quotes and invoices show pounds, euros or another configured currency. The country used for formatting is also distinct from the hosting region where your workspace data is stored.
Sample addresses, tax rates and document wording illustrate the steps; they are not legal or tax advice. Use your own business details and check the requirements that apply to your documents.
Follow the instructions
Bold text identifies names you see in Linx, such as Save, Regarding or My Preferences.
An arrow shows a navigation path. For example, Sales → Quotes → New means open Sales, choose Quotes, then click New.
Follow numbered steps in order. A Before you start section lists setup or information you need first. Field and status tables explain the choices you encounter.
Understand permission notes
A Permission needed or Permissions needed block appears beside an action that requires particular access. Each item has three parts:
| Part | What it tells you |
|---|---|
| Permission name | The access to look for when checking your role, such as Manage Inventory or Quotes: Read. |
| Description | What that access allows you to do in this part of the guide. |
| Default roles | The ready-made roles normally granted that access, sometimes with an access level shown beneath a role. |
Record actions are separate permissions. Read lets you view a record; it does not also let you create, update, delete or assign it.
Some actions need several permissions together. Read the descriptions and any notes beneath the items: they explain which grants must be combined and which apply only to an optional action. A permission for one step does not automatically cover the rest of the article.
No permission block is shown just to say that an action needs no additional permission. Ordinary requirements, such as owning a personal dashboard or configuring email first, can still apply.
What default roles mean
A role is a collection of permissions. Default roles describes the access supplied with Linx’s ready-made roles for a new business, not a list of role names you must have.
Tenant Owner has all permissions listed in these guides, subject to normal business rules and scope restrictions. It is the protected role given to the first user. Permission cards normally show the delegated roles instead; Tenant Owner is shown when no delegated role is listed. For record-type-dependent access, read the scope notes to find the relevant grants. The first visible role is not a recommendation to give someone more access than their job needs. Show more reveals additional delegated roles.
System Administrator is different: it covers application setup and access administration, not automatic access to customer records, sales, payments, inventory, reports, billing, full-workspace export or purging. Someone who also handles those jobs needs the relevant business roles. Access administrators can grant themselves additional permissions, so this is not a strict separation-of-duties boundary.
Your business can use custom roles or change the grants on its editable roles. You can also receive permissions from more than one role. Your actual access may therefore differ from the defaults shown in a guide.
For example, an administrator can grant Manage Inventory through a custom role; you do not have to hold the role named Inventory Manager to use it.
See Assign roles to users and What each seeded role can do for more detail.
Understand access levels
An access level describes which records or business units a permission covers. A business unit is a branch or other unit within your business.
| Level in a guide | Meaning |
|---|---|
| User or Own | Your own records. |
| Business Unit or Business Unit Only | Records within your business unit. |
| Business Units Downstream | Records within your business unit and the units below it. This does not include a parent or sibling unit. |
| Global | Records across the whole business workspace, not other businesses’ workspaces. |
For example, Sales Manager — Business Units Downstream means that role’s access covers its user’s unit and child units, rather than every branch.
Some permissions are simply granted or not granted and have no access level. Follow the action’s scope notes rather than assuming a level applies to every permission. There are also special cases: for access to User records, the User level means direct reports. See Create and edit a role for the detailed rules.
Use screenshots and callouts
Screenshots show where to find a control or what a completed step looks like. Click a screenshot to open a larger view, then use the close button to return to the article.
| Callout | Why it is there |
|---|---|
| Tip | A useful shortcut or suggestion. |
| Note | A limitation or detail that helps you interpret the instructions. |
| Warning | A consequential action, such as deleting data, where you should check carefully before continuing. |
If your screen looks different
Your menu, visible fields and available buttons depend on your access and the features configured for your business. A screenshot can show options that are not available to you.
If a control is missing or an action is denied, check the permission note and setup requirements beside that step. Ask the person who manages your access to review the required grants and their levels; giving you a role with a similar name is not enough if its permissions differ.