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عالعربية

User manual

Platform basics

Users, roles, branches, settings and integrations: what every subscriber needs, whatever the system. Start here.

37 tasks 16 FAQs

Every subscription includes

  • Works the way you work
  • Your team, under control
  • Your customers and paperwork
  • Your numbers and your data
  • And I am with you

Tasks

How do I add a new employee and set their permissions?

Also asked as: «add a new user to the system»

  1. From the side menu open the Administration group and choose Users.
  2. Click the Create button above the table.
  3. Enter Name, Email and Phone, and pick the Language (or leave it as the company language).
  4. Enter a Password (at least 8 characters, required when creating).
  5. In the Roles field pick one or more roles; all permissions come from the role (System admin, Manager, Staff, View only, or any custom role you made).
  6. Leave Active switched on and click Create.
  7. Give the employee the email and password so they can sign in, then ask them to change the password from their profile.
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Administration › Users · Create
Permission needed
Users / Add

How do I change an employee's permissions or switch their role?

  1. Open Administration > Users and find the employee by name.
  2. Click Edit next to their name.
  3. In the Roles field add the new role or remove the old one (several roles are allowed and their permissions are combined).
  4. Click Save; the change applies at once and is recorded in the audit log.
  5. To fine-tune what a role can see, edit the role itself under Roles & permissions.
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Administration › Users · Edit
Permission needed
Users / Edit

How do I stop an employee who left or block a user from signing in?

  1. Open Administration > Users.
  2. To block sign-in temporarily: click Edit, switch off Active and save.
  3. To remove the employee from the company for good: click Remove from company next to their name and confirm.
  4. Removing does not delete the account or its history; the person only loses access to your company and their past work stays recorded.
  5. You cannot remove yourself or the owner.
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Administration › Users
Permission needed
Users / Delete

How do I see each user's last login and export the users list to Excel?

  1. Open Administration > Users; the Last login column shows when each person signed in.
  2. Filter by Roles or Active to narrow the list.
  3. Click Export Excel above the table to download what you see with the current filters.
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Administration › Users
Permission needed
Users / View

How many users and branches does my subscription include, and what do extras cost?

  1. A subscription includes one user and one branch; each extra user or branch has a monthly fee shown in the price quote when you choose your plan.
  2. Above the Branches table a line shows the included and extra active branches and the extra-branch price.
  3. The number of users and branches is set when you send the subscription request; to change it, send a new request or contact me.
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Home

How do I create a new role (like sales or reception) and choose what it can see?

  1. From Administration > Roles & permissions click Create.
  2. Enter the Role name (for example sales, accounting, reception).
  3. For every section (users, invoices, inventory...) tick the boxes: view, create, update, delete and others. The bulk toggle ticks a whole section.
  4. Click Create, then assign the role to employees from Users > Edit > Roles.
  5. You cannot grant a permission you do not hold yourself; such boxes appear disabled.
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Administration › Roles & Permissions · Create
Permission needed
Roles & permissions / Add

How do I edit or delete an existing role?

  1. Open Administration > Roles & permissions and click Edit next to the role.
  2. Change the boxes (or the name) and Save; it applies to everyone with that role.
  3. To delete, click Delete; a role cannot be deleted while any user still has it, so move those users to another role first.
  4. The Owner role is protected and has no edit or delete.
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Administration › Roles & Permissions
Permission needed
Roles & permissions / Edit

How do I transfer company ownership or add a second owner?

  1. Only a current owner can give the Owner role.
  2. Sign in as the owner and open Users > Edit for the new person.
  3. Add the Owner role in the Roles field and save.
  4. Anyone who is not an owner does not even see the Owner role in the list.
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Administration › Users · Edit
Permission needed
Users / Edit

How do I add a new branch to the company?

  1. From Administration open Branches.
  2. Click Create and enter the Branch name, Code (optional, must be unique), City, Phone and Address.
  3. Leave Active switched on.
  4. In Who works here pick the employees who work in this branch.
  5. Click Save. An extra branch has a monthly fee shown above the table.
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Administration › Branches
Permission needed
Company settings / Edit

How do I decide which employee works in which branch?

Also asked as: «assign users to a branch»

  1. Open Administration > Branches and click Edit on the branch.
  2. In Who works here pick the employees (one person can work in several branches).
  3. Click Save; the Employees column shows the count.
  4. The owner, system admin and manager see every branch without assignment, and anyone with no branch works in the main branch.
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Administration › Branches
Permission needed
Company settings / Edit

How do I switch between branches (branch switcher) or see all branches together?

  1. Once you have a second active branch, a Branch switcher appears in the top bar.
  2. Pick a branch and screens show that branch's data and create new records under it.
  3. Owners, managers and similar roles also get All branches to see everything together.
  4. An employee assigned to a single branch does not see the switcher and works in their branch automatically.
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Administration › Branches

How do I deactivate a branch or change the main branch?

  1. Open Administration > Branches and click Edit on the branch.
  2. To deactivate, switch off Active and save; the branch is never deleted and its records stay.
  3. The Main branch cannot be deactivated; to change it, open the branch you want and switch on Main branch, and the previous one is switched off automatically.
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Administration › Branches
Permission needed
Company settings / Edit

How do I let a branch manager see only their own branch?

  1. Create or edit the user under Users and set their role.
  2. Under Branches > Edit on their branch, add them to Who works here.
  3. The Manager role (like System admin and Owner) sees all branches automatically, so to limit someone to their branch give them a role outside those, such as a custom role with day-to-day permissions or the "Branch manager" role that comes with the pharmacy chain system.
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Administration › Branches
Permission needed
Company settings / Edit

How do I change the company logo?

Also asked as: «company branding»

  1. Open Company settings: from Home, in the Company setup section, click the Company settings card.
  2. Go to the Identity & colors tab.
  3. In the Logo section upload the Logo (light mode); PNG or SVG with a transparent background works best, up to 2 MB.
  4. Optionally upload the Logo (dark mode) and the Browser icon.
  5. Click Save; the page reloads and the logo shows at the top of the system and on documents.
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Company Settings
Permission needed
Company settings / Edit

How do I change the system colors and pick a theme?

  1. In Company settings open the Identity & colors tab and go down to Colors.
  2. From the Theme list pick a ready-made theme: Malik Ink, Olive, Petra, Dead Sea, Desert, Royal, Forest or Graphite; it fills both colors for you.
  3. Or choose the Primary color and Accent color yourself with the color picker.
  4. Leave the colors empty to use Malik's default colors; they apply to both light and dark modes.
  5. Click Save.
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Company Settings
Permission needed
Company settings / Edit

How do I change the currency, time zone, date format and system language?

  1. In Company settings open the Regional settings tab.
  2. Pick the Default system language, Time zone, Currency and Date format.
  3. Set the Fiscal year start and the First day of the week.
  4. Click Save.
  5. Each user can also have their own language, set in Users > Edit > Language.
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Company Settings
Permission needed
Company settings / Edit

How do I change the company name, tax number or commercial registration?

  1. In Company settings open the Company details tab.
  2. Edit the Company name (Arabic), (English) and the Legal name.
  3. Enter the Tax number and Commercial registration, plus email, phone, website, city, country and address.
  4. Click Save; the tax number is used on invoices and in the e-invoicing connection.
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Company Settings
Permission needed
Company settings / Edit

How do I turn on dark mode or switch my interface to English?

  1. Open your account menu (your name at the top) and choose English to switch to English, or العربية to switch back.
  2. For dark mode use the appearance switch (light / dark / system) in the top bar or account menu.
  3. These are your own preferences and do not change what others see; the company default language is set in Company settings.
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Edit Profile

How do I see which systems are enabled and open one?

  1. Open Home at the top of the side menu.
  2. The Your systems section shows a card for every system enabled for your company that you may use.
  3. Click Open on a system card to go to its main screen.
  4. If you see "No systems enabled", contact me to enable them or finish your subscription.
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Home

How do I add a new system or stop a system I no longer need?

Also asked as: «managing systems and subscription»

  1. Enabling and disabling systems is not done from inside your company screens; I set it on your account once we agree on your subscription.
  2. To add a system: on Home click the subscription button (shown during the trial), pick the systems you want and the period, and send your request; I will contact you to arrange the details.
  3. Once we agree I enable the system for your company and it appears under Your systems.
  4. To stop a system or change your plan, contact me; your data stays saved.
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Home

How many days are left in my free trial and how do I choose my plan?

  1. On Home a banner at the top shows Your free trial: N days left (the trial is 14 days).
  2. Click the subscription button to open the subscription request page.
  3. Pick the systems, the period, the number of users and branches, add any notes, then send the request.
  4. Send your request before the trial ends so work continues without interruption.
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Home

How do I request or renew my subscription?

  1. From Home click the subscription button to open the request page; you also find it on the notice page when access stops.
  2. Pick the systems, period, number of users and branches.
  3. Add your contact details and any notes, then send the request.
  4. Your request reaches me and I contact you soon to arrange the details and get started; no payment is made inside the platform.
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Home

How do I export all my company data?

Also asked as: «a copy of my data»

  1. Open Company settings.
  2. Click Export company data at the top of the page and confirm.
  3. The system prepares a ZIP file with your data from all systems, without passwords and secret integration credentials.
  4. When ready you get a notification (bell icon) with a Download link, valid for 7 days.
  5. The button shows only to people with the export permission (Owner and System admin by default).
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Company Settings
Permission needed
Company settings / Export

How do I export any table or list to Excel?

  1. Open the list you need (invoices, customers, users...).
  2. Search or filter until only what you want shows, and hide columns you do not need.
  3. Click Export Excel above the table.
  4. A CSV file downloads with the columns and rows as you see them, and it opens correctly in Excel with Arabic text (up to 50,000 rows).
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Administration › Users
Permission needed
Users / View

How do I see who edited or deleted a record?

Also asked as: «audit log»

  1. Open Administration > Audit log.
  2. The table shows Time, User and Action (create, update, delete, restore, login, failed login attempt, roles changed, removed from company).
  3. Click a row to see the previous values, the new values, the device and the source.
  4. Filter by user, system or date to find what you need.
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Administration › Audit Log
Permission needed
Audit log / View

How do I connect WhatsApp to send messages and reminders to customers?

  1. Open Administration > Integrations.
  2. Under Messaging click Connect next to WhatsApp Business (Cloud API).
  3. Enter Phone Number ID and Access Token (required); you can add WhatsApp Business Account ID and template language.
  4. To receive incoming messages set the Webhook verify token and App Secret, and in Meta's Webhook settings use the URL /webhooks/whatsapp/ followed by your company token.
  5. Click Save, then Test connection to check it.
  6. Secret keys are stored encrypted and never shown again after saving.
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Administration › Integrations
Permission needed
Integrations / Manage

How do I see messages sent to customers and resend failed ones?

  1. Open Message log from the Administration menu.
  2. The table shows the channel (WhatsApp or SMS), To, the text and the Status: queued, sent, failed, not configured.
  3. On a message that was not sent click Resend to put it back in the send queue.
  4. If the status is "not configured", connect WhatsApp or SMS first under Integrations.
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Administration › Message Log
Permission needed
Integrations / View

How do I add my company's own AI key (Claude or OpenAI)?

  1. Open Administration > Integrations.
  2. Under AI click Connect next to AI provider.
  3. Choose the Provider: Anthropic (Claude), OpenAI, Groq or local Ollama.
  4. Paste the API Key and enter the Model; for Ollama enter the Base URL.
  5. Click Save, then Test connection. Your key is stored encrypted and is not shown again.
  6. It is used by the "Ask about your company" assistant and the AI features in your systems.
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Administration › Integrations
Permission needed
Integrations / Manage

How do I activate the JoFotara connection (Jordan's e-invoicing)?

  1. Open Administration > Integrations and under E-invoicing click Connect next to JoFotara.
  2. Enter the Client ID and Secret Key from the JoFotara portal.
  3. Enter the Income source sequence (in the portal: Device linking > New link) and the Tax number, digits only.
  4. Choose the tax registration type: registered for sales tax or not registered.
  5. Optionally choose Auto-send when the invoice is issued, then Save.
  6. Test connection only checks that the data is complete; the link is truly verified when you send the first real invoice.
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Administration › Integrations
Permission needed
Integrations / Manage

How do I test, disconnect or pause an integration?

  1. In Integrations find the service; the badge shows connected, not connected, paused or test failed.
  2. Click Test connection to see if it works; the time of the last test is shown.
  3. Click Edit to change the data, and switch off Active to pause it.
  4. Click Disconnect to remove it; you are asked to confirm.
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Administration › Integrations
Permission needed
Integrations / Manage

How do I connect the company email (SMTP) or an SMS provider?

  1. Open Administration > Integrations.
  2. For email: under Email click Connect next to SMTP email and fill in server, user, password and the sender address.
  3. For text messages: under Messaging click Connect next to SMS and enter the API URL, sender name and key.
  4. Save, then click Test connection.
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Administration › Integrations
Permission needed
Integrations / Manage

How do I use my own domain for the company?

  1. Open Administration > Domains and click Create.
  2. Enter the domain without https (for example erp.company.com).
  3. At your domain provider add a CNAME record pointing to the address shown on the page, then the TXT record shown next to the domain.
  4. Click Verify; a DNS update can take up to an hour.
  5. When it succeeds you see "Verified" and the domain works.
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Administration › Domains
Permission needed
Domains / Manage

How do I turn on two-factor login for my account?

  1. Open your account menu at the top and choose Profile.
  2. Find the multi-factor authentication (authenticator app) section and click enable.
  3. Scan the QR code with an authenticator app such as Google Authenticator or Microsoft Authenticator, and enter the 6-digit code to confirm.
  4. Save the recovery codes somewhere safe so you can sign in if you lose your phone.
  5. From then on the system asks for the app code at every sign-in. It is optional for each user.
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Edit Profile

How do I change my own password, name or email?

  1. Open your account menu at the top and choose Profile.
  2. Edit your Name or Email, or type the new Password and confirm it.
  3. Click Save.
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Edit Profile

How do I know if someone tried to sign in to my account or an employee's account?

  1. Open Administration > Audit log.
  2. Filter the action by Login or Failed login attempt.
  3. You see the time of the attempt and the device and browser.
  4. If you suspect an account, change its password and turn on two-factor login from Profile.
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Administration › Audit Log
Permission needed
Audit log / View

How do I write a quick note (even without internet)?

  1. Open Quick notes from the Workspace group in the side menu.
  2. Click Create, write the note and save.
  3. Notes written offline show "Recorded offline" and are sent automatically when the connection is back.
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Workspace › Quick Notes
Permission needed
Quick notes / Add

How do I see a customer's full file by their mobile number?

  1. Open Customer file from the menu.
  2. Enter the customer's full mobile number (like 0791234567) and click Show file.
  3. It shows everything about the customer across your systems: purchases, bookings, orders, tickets, invoices, points and conversations, plus total spent and first-contact date.
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Customer file
Permission needed
Customer file / View

Frequently asked questions

Does the employee get an email invitation? How do I let them sign in?
  1. The system does not send an invitation email; you add the employee from Administration > Users > Create and set their password yourself.
  2. Give them the email and password (WhatsApp or in person) so they can sign in from the login page.
  3. If the email already belongs to another company on the platform, the person is added to your company with the same account and no duplicate is created; they sign in with their existing password and pick your company from the company list.
  4. If they forget the password they click "Forgot password" on the login page.
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Administration › Users · Create
Permission needed
Users / Add
Why can't I change a user's name, email or password?
  1. If the fields are greyed out with the note "This account also works outside this company", the account is shared with another company, or it is the owner's account.
  2. In that case the account holder changes their own name, email and password from their profile.
  3. You still control their roles and active status inside your company, according to your permissions.
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Administration › Users · Edit
Permission needed
Users / Edit
What are the ready-made roles (Owner, System admin, Manager, Staff, View only)?
  1. Every company gets five ready-made roles: Owner, System admin, Manager, Staff and View only.
  2. Owner has every permission, is the only role that can give the Owner role to someone else, and cannot be edited or deleted.
  3. System admin has almost everything (users, roles, settings) except domain management.
  4. Manager runs day-to-day work and sees users, but has no roles, company settings or integration management.
  5. Staff can view data and add quick notes only, and View only can look at screens without changing anything.
  6. Open Administration > Roles & permissions to see each role with its users count and permissions.
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Administration › Roles & Permissions
Permission needed
Roles & permissions / View
What are specialist roles (accountant, doctor, driver, cashier...) and where do they come from?
  1. Besides the five ready-made roles, a job role is created when you enable the system it belongs to: accountant with Accounting, doctor with Clinic, driver with Fleet and so on.
  2. Each carries only the permissions that job needs, plus quick notes and Malik free tools.
  3. Once created it is your company's own role: edit its permissions or delete it under Roles & permissions, and later updates will not overwrite it.
  4. Assign it to an employee from Users > Edit > Roles.
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Administration › Roles & Permissions
Permission needed
Roles & permissions / View
Why can't an employee see a system or screen?
  1. Open Users > Edit for the employee and check their roles.
  2. Open Roles & permissions and make sure the role has View ticked for that screen's section.
  3. Make sure the system itself is enabled for your company; a system card shows on the home page only to people with some permission inside it.
  4. Administration menus (users, settings, integrations) only appear to those who hold their permissions.
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Administration › Roles & Permissions
Permission needed
Roles & permissions / View
My trial ended and the system stopped, or "Access temporarily suspended" appears. What do I do?
  1. Access stops after the trial ends or when the subscription is suspended; your data is fully saved and nothing is deleted.
  2. On the notice page click the subscription button and send your request; work resumes once we agree and I activate your subscription.
  3. If you see "The company account has been suspended", contact me or send a renewal request.
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Home
Is my data backed up and how do I restore an old copy?
  1. Backups are run at platform level by me; there is no backup screen inside your account.
  2. Your company data is not deleted when the trial ends or the subscription stops.
  3. For a copy in your own hands use Company settings > Export company data.
  4. To recover data deleted by mistake, contact me as soon as possible with the approximate date.
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Company Settings
Permission needed
Company settings / Export
Where do I see system notifications?
  1. The bell icon in the top bar shows notifications sent to your account, such as a data export being ready.
  2. Click a notification to open its linked page.
  3. These are in-app notifications only; WhatsApp or SMS messages to customers need a connection under Integrations.
Screen
Home
Where do I see incoming customer messages on WhatsApp?
  1. Open Incoming messages from the Administration menu; it shows From, the text and which system picked it up (or unhandled).
  2. Messages arrive after you connect WhatsApp and set the Webhook under Integrations.
  3. For day-to-day conversations with customers use the unified Inbox system if it is enabled for you.
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Administration › Incoming Messages
Permission needed
Integrations / View
What is "Malik Assistant" and how do I use it?
  1. The floating Malik Assistant button sits at the bottom of every page; click it to open the help drawer.
  2. The Ask about usage tab answers with steps from the guides of your enabled systems and your permissions, like "how do I issue an invoice?".
  3. Type your question the way you speak; buttons open the right screen directly.
  4. It only shows what your permissions and your company's systems allow.
  5. If it finds no confirmed answer it tells you and offers to open a support ticket.
Screen
Home
What is "Ask about your company" and how do I ask about my sales and customers?
  1. Open Malik Assistant and choose the Ask about your company tab.
  2. Ask in your own words, like "how much did we sell today?" or "which customers owe us the most?".
  3. It shows figures and records from your enabled systems according to your permissions, and can prepare a draft (invoice, purchase order, appointment, follow-up) for you to review and approve yourself.
  4. The assistant never posts, sends, pays or deletes anything.
  5. Click New chat to start a fresh conversation.
Screen
Home
Why does the "Ask about your company" assistant say it is unavailable?
  1. The message appears when no ready AI provider is available.
  2. The company owner, or anyone who can manage integrations, can add the company's own key under Administration > Integrations > AI provider.
  3. If you see "reached the daily limit", each user and each company has a daily limit on questions, so try again tomorrow.
  4. Being offline only stops the assistant; all other screens keep working.
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Administration › Integrations
Permission needed
Integrations / View
What are Malik free tools and how do I use them?
  1. From the side menu open Malik tools then Malik free tools.
  2. The page lists tools on shelves: writing and messages, understanding, summarizing and translating, images and audio, data and tables, and file conversion.
  3. Search by name (like message, summary, PDF, Excel) or choose a shelf.
  4. Click Open tool, fill in the fields, click Run tool, then Copy text or download the output file.
  5. Each user has a daily usage limit shown on the page, and the tools are free for every employee in the company.
Screen
Malik Platform Tools › Free Malik Platform Tools
Permission needed
Malik Platform Free Tools / Use tools
Where do I see my history of Malik free tools?
  1. Open Malik tools then My personal history.
  2. It lists your last 30 days of runs, and only you can see it.
  3. Delete one row with Delete, or wipe everything with Clear all history.
  4. Output files stay available for only 24 hours.
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Malik Platform Tools › My History
Permission needed
Malik Platform Free Tools / Use tools
I forgot my password. How do I get back in?
  1. On the login page click Forgot password.
  2. Enter your email and submit.
  3. Open the link that arrives in your email and set a new password.
  4. If no email arrives, check your spam folder, or ask a system admin to set a new password for you under Users > Edit.
What happens if the internet goes down?
  1. When the connection is weak a badge in the top bar shows Offline or Waiting to send.
  2. What you record in the forms that support it (like quick notes and some system actions such as the cashier) is saved on your device and sent automatically, with its real time, when the internet returns.
  3. Click the badge to open the Offline mode page: write a note and see the Waiting to send list with a Send now button.
  4. Open the system once while online on that device so it recognizes your company before relying on this mode.
  5. If your session expires during the outage, sign in again and what you saved is sent; nothing is lost.
Screen
Workspace › Quick Notes
Permission needed
Quick notes / View

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