Back Office and Essentials Suite App Feature Access by User Role

April 28, 2025

Description

Understanding features and user roles in the Back Office

What's in this article?

Back Office features

Back Office users may be granted access to an entire functional group, by granting access to all features in a section, or may be granted access by functionality within a section. Once access is granted, employees can perform any of the function available on that screen. You can also select Back Office Access (All) to allow a user to access all screens and functions in the Back Office. If a user does not have access to a feature, they will not see the link for the feature when logged in to the Back Office.

The table below describes the functionality available in each section and whether the feature is available by default to the default user roles of Shift or Manager.

Feature	Description	Shift	Manager
My Store (All)	Access to all My Store settings in this section.	•	•
Activity Summary and Alerts	View the Activity Summary, view and configure alerts	•	•
Sales Dashboard	View the Sales Dashboard	•	•
Customer Dashboard	View the Customer Dashboard	•	•
Results (All)		•	•
Reports (All)	View and print reports	•	•
POS Transactions	View transactions for a specific time and reprint customer receipts	•	•
Financial Shifts	Financial Shifts report where received cash amounts from employees are entered	•	•
Credit Settlement	Not in use
Menu (All)		•	•
Categories and Items	View, add, and edit categories and items	•	•
Modifiers	View, add, edit, and delete modifiers and modifier groups	•	•
Department	View, add, edit, and delete departments	•	•
Tags	View, add, edit and delete tags. By default the system assigns this access to Account Manager user role		•
Discounts	View, add, edit, and delete discounts		•
Price Lists	View, add, edit and delete a price list		•
Events	View, add, edit, and delete events	•	•
Promotions		•	•
Customers (All)			•
Email Marketing	Create and send email marketing campaigns to customers		•
Loyalty Program	Create, view, and edit your loyalty program		•
Customers	View, add, and edit customer information	•	•
Social Sharing	Set up links to your social media pages to be used in Email Marketing		•
Employees (All)			•
Employees	View, add, and edit employees	•	•
Labor Shifts	View, add, edit and delete labor shifts for employees	•	•
User Roles	View, add, edit, and delete user roles and modify levels of access for user roles		•
Settings (All)			•
Company	View and edit basic information about your company		•
Store	View and edit store contact and store receipt information		•
Taxes	View, add, and edit tax categories and tax rates		•
Payments	View and edit accepted payment methods and credit card processing information		•
Pay In/Out Codes	View, add, edit and delete pay in and pay out codes		•
Charges	View, add, edit and delete charges		•
Kitchen Routing	Not currently available
Custom Tenders			•
Account Information			•
Reset Password	Employee access to reset their own password	•	•
Logout	Allows logout of the Back Office	•	•
My Account	View and update your account information, view bills, add additional stores		•
Buy Hardware	Not currently available
Register Hardware	Register equipment to your account for warranty purposes		•
Register Device	Activate a device when app is installed on POS	•	•

Point of sale app access

It is necessary to assign appropriate access to user roles for employees to perform their job in the point of sale app. Every employee has access to the Point of Sale app for time clock functions. This is important for employees, such as a cook and a dishwasher, who only need to clock in and out. It is not necessary to define levels of access for these employees.

Feature	Description	Server	Manager
POS Access (All)	Provides employee access to all POS settings in this section.		•
Labor Shifts (All)			•
Clock in/out	Enables employees who have no other requirement to use the POS to access the POS to clock in and out.
Manager Functions	Clock other users out
POS (All)			•
Ring Up Sales	Enables employee access to the order entry screen, for actions such as adding items to the guest check and accepting payments.	•	•
Can accept payments	Enables employees access to the order entry screen, for actions such as adding items to the ticket
No Sale (Open Drawer)	Permits employees to open the cash drawer by tapping No Sale at the order entry screen.		•
Void Items/Ticket	Permits employees to void individual items or an entire guest check.		•
Price Override			•
Apply Discounts/Promotions	Permits employees to apply a discount or promotion to an item or a guest check. An employee with this ability can apply any active discount or promotion available to a guest check.		•
Change Tax	Permits employees to change the tax rate on a guest check to a different rate.		•
Perform Refunds	Permits employees to perform a refund for a customer.		•
Pay In/Out	Perform a pay in or pay out		•
Shift/Cash Management (All)			•
Close Shift	Close a shift, perform cash reconciliation, and print the Daily Summary report		•
Recount Cash	Edit the initial cash amount entered during the cash reconciliation process		•
View/Print Shift Summary	View and print the shift summary report at the end of the Close Shift process		•
Multiple Cash drawers	Grants Access to multiple cash drawers		•
Adjust Tips for Others	Adjust tips for other users Note: A user without this access can still adjust his or her own tips.		•
Category/Item Management	Add new categories and items, rearrange existing categories and items.		•
Pending Credit			•
Count/Receive Inventory	Add new categories and items, rearrange existing categories and items.		•
Settle Batches			•
Delete Offline Credit			•
POS Settings	Access and edit the settings on the POS settings screen		•
Enter/Exit Training Mode	Grants the user the ability to enter and exit training mode on the POS		•
Override Order Lock	Gives the user the ability to access locked future orders		•