People and access

Users, roles, and permissions

Create users, assign roles, control login access, and keep permissions aligned with responsibilities.

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In this guide
Users and roles pages
Users and roles pages

User records

Users represent people who can log in to the app.

  1. Create users from User Management, then assign a username, email, role, and allowed locations.
  2. Use Allow Login to enable or block app access without deleting the user.
  3. Use View User to review activity, notes, and related account details.

Role design

Roles decide which menus and actions are visible.

  1. Give cashiers POS and basic sales permissions only.
  2. Give managers reports, stock, purchase, and user review permissions.
  3. Reserve delete, settings, subscription, and role-management permissions for owners or admins.
Check before moving on A cashier can open POS but cannot change business settings. A manager can review reports but cannot access Superadmin screens unless required.

Access review

Review access any time a team member changes job, branch, or employment status.

  1. Disable login immediately when access should be removed.
  2. Check activity logs for sensitive changes.
  3. Keep admin accounts limited and protected.

Detailed operating workflow

Use user management to give every staff member a traceable account with the right permissions.

  1. Create roles around responsibilities such as cashier, manager, stock controller, accountant, and owner.
  2. Create users with unique usernames, emails, allowed locations, and role assignments.
  3. Disable login instead of deleting users when access should be paused but history must remain intact.
  4. Review sensitive permissions such as delete, settings, subscriptions, payments, and role management separately.
Check before moving on A cashier can sell but cannot change settings or delete records. A manager can review reports and stock but cannot access billing unless required. Every important action can be traced to a real user in the Activity Log.

Review signals and troubleshooting

Use these checks when the screen looks correct but the numbers, records, or workflow do not behave as expected.

  1. If a user cannot see a menu, check role permissions, location access, and subscription modules.
  2. If shared logins exist, replace them with individual accounts before relying on activity logs.
  3. After staff changes, disable login immediately and review active sessions if needed.
Practical notes
  • Do not reuse one login for multiple staff members; it weakens activity logs and accountability.