Users & Roles

Add the people who sign in, give them roles, branches, warehouses, payment methods and customers, and decide what each role may do.

Users & Roles is where you add the people who sign in and decide what they can do. A user is one person with an email and password. A role is a set of permissions, such as Cashier or Manager, that you give to users.

Before you begin

• You need a role that can view and edit Users & Roles.
• Add your branches, warehouses and payment methods first, so you can assign them. See Branches and Payment Methods.
• Your plan sets how many users you can add. When the limit is reached, ask your service provider to upgrade.

Where to find it

Open Settings → Configuration → Users & Roles. It has two tabs, Users and Roles.

Create a role

Create roles before users, so each user can get one straight away.

1. Open the Roles tab and click Add Role.
2. Type the Role Name, for example Cashier, and a Description.
3. Under System Role Types, tick a type if people in this role must appear in a picker. For example, Salesman users appear in the Salesman list on sale invoices. The other types are Delivery Boy, Marketing Agent, Waiter and Recovery Boy.
4. Optionally limit the ledgers this role may use (see below).
5. Click Save Role. Role Permissions opens on the new role.
6. Tick what the role may do, menu by menu, and click Save Permissions.

Choose what a role may do

The Role Permissions page (the Permissions Matrix button) shows one role at a time.

1. Under SELECT ROLE TO EDIT, choose the role.
2. Pick a view: By menu shows each module's side menu screen by screen; By permission group lists every permission by group.
3. Tick a whole menu with Grant everything in this menu, or tick single screens.
4. Use QUICK PRESETS to start fast: View Only, Cashier, Full Access or Clear All.
5. Set the Max Discount % this role may give. Leave it empty for no limit.
6. Click Save Permissions.

Limit the ledgers a role can use

In the role form:

• Ledger Access — Allowed Account Groups: tick the account groups this role may pick in vouchers and see in the General Ledger. A group includes its sub-groups.
• Ledger Access — Specific Ledgers: add single ledgers on top of the groups.

Leave both empty for full ledger access. Click Clear (full access) to remove a limit.

Add a user

1. Open the Users tab and click Add User.
2. Under Account, type the Full Name, Email and Password (at least 8 characters).
3. Choose the user's Branch. Only the head office can create users for other branches.
4. Tick other branches under Also works in if the user switches between branches.
5. Choose a Linked Employee if the user is also on staff.
6. Under Roles, tick one or more roles.
7. Fill in POS & Cash Register and Access & Assignments (below) if needed.
8. Click Save User.

The user signs in with the email and password. To change a password later, edit the user and type a new one; leave it blank to keep the current one.

Set up a cashier

Under POS & Cash Register:

Option	What it does
Enable Cash Register	The user is asked to open a cash register when they sign in.
Allow Offline POS Login	Only users with this ticked can sign in on the offline till, and only they appear on its login screen.
Allow mobile app login	Only users with this ticked can sign in to the mobile app. Untick it while someone is on leave; a phone signed in as them locks at its next sync.
Default Payment Method	The method pre-selected on the POS when the register opens.
Assigned Warehouses	The warehouses the user may work in. Leave empty for all warehouses in the branch.
Allowed Payment Methods	The methods the user sees on sale invoices, sale returns, the POS and payment and receipt vouchers. Leave empty for all.

Limit customers and products

Under Access & Assignments:

• Assigned Customers: the user may sell to and collect from only these customers. Empty means all customers.
• Product Access: choose All products, Only specific products or By category / brand, then pick the products, Categories or Brands.

Switch the mobile app on or off for many users

1. In the Users tab, tick the users.
2. Click Allow mobile app or Switch off mobile app.

Common questions

The user limit is reached. Your plan allows a set number of users. Set people who left to Inactive or delete them, or ask your service provider to upgrade.

I cannot delete a role. A role with users cannot be deleted. Move its users to another role first.

A user cannot see a menu. Their roles do not grant it. Open Permissions Matrix, choose the role and tick the screen.

Why link a user to an employee? The link is needed to post a cashier's Z-report cash shortage to their account, and for payroll and salary advances.

A user cannot sign in on the offline till. Edit the user and tick Allow Offline POS Login, then let the till sync.

Can I stop a user from changing a field, such as the sale price? Yes, with Field Permissions.