User Roles for Essentials Light
August 26, 2024
Description
How to manage access to features in the Essentials Light Point of Sale app and the Back Office of Essentials Light by user role
User roles provide a way to grant or limit access to certain features in both the Point of Sale app and the Back Office.
- User roles define the features a user can access. A user role is then assigned to an employee.
- If an employee has limited access to features in the Back Office, those features will be hidden from the employee.
- For most features in the Point of Sale app, when a user tries to use a feature they don't have access to, the system will alert the user and prompt them to enter the PIN of a user who does have access to continue.
The User Roles screen allows you to customize what features each of the pre-defined roles can access on both the Point of Sale app and in the Back Office. Simply select or unselect the box for each feature.
Pre-defined user roles
There are two pre-defined user roles, and each one has a set of features assigned to it by default. You cannot add, remove or edit the user role names. However, you can customize the features available to each role based on how you run your business.
Features for the Cashier and Account Manager user roles| Role | Designed for: |
|---|
| Cashier | Employees who ring up sales on the POS device, but do not access the Back Office. |
| Account Manager | The Account Manager user role automatically has complete access to everything in the Back Office. The system assigns the Account Manager user role to the individual who signs up for the account. However, you can re-assign the Account Manager user role to another individual, as well as assign this user role to multiple individuals.
This user role is a Back Office user role only; it is necessary to also assign each individual with the Account Manager user role another user role that provides access to the Point of Sale app. |
Set up and edit user roles
Once you have defined your user roles, then you can assign each employee a role from the Employees screen. While you cannot add a new user role or edit the name of a user role, you can define the features you want to associate to each user role.
Back Office and POS Features
Features for the Point of Sale and the Back Office are assigned by user role.
- POS Access Levels
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. For groups of features, selecting the All option will assign all features in the group to the user role.
| POS Feature | Description |
|---|
| POS Access (All) | Provides employee access to all POS settings in this section. |
| POS (All) | Provides access to all POS functions. |
| Enables employee access to the order entry screen, for actions such as adding items to the guest check and accepting payments. |
| Permits employees to open the cash drawer by tapping No Sale at the order entry screen. |
Void Ticket | Permits employees to void individual items or an entire guest check. |
| Permits employees to adjust, or override, an item's regular selling price. |
| 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. |
| Permits employees to change the tax rate on a guest check to a different rate. |
| Permits employees to perform a refund for a customer. |
| Perform a pay in or pay out |
| Shift/Cash Management (All) | Provides access to all shift and cash management features. |
| Close a shift, perform cash reconciliation, and print the Daily Summary report |
| View and print the shift summary report at the end of the Close Shift process |
| Adjust tips for other users. A user without this access can still adjust his or her own tips. |
| Add new categories and items, rearrange existing categories and items. |
| Reports | Run Shift Summary, Store Summary and Hourly Sales reports in the Point of Sale app.
|
| Access and edit the settings on the POS settings screen |
| Gives the user the ability to access locked future orders |
| Release Notes Notifications | Receive notification of new release. |
- Back Office Access Levels
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 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.
| Back Office Feature | Description |
|---|
| Back Office Access (All) | Access to all features in the Back Office. |
My Store (All) | Access to all My Store settings in this section. |
| View the Activity Summary, view and configure alerts. |
| View the Sales Dashboard. |
| Results (All) | Access all reports. |
| Reports (All) | Access the Results reporting. |
| Operations (All) | View all operations reports. |
| Shifts | View and manage employee shifts. |
| Store Summary | View the Store Summary. |
| Taxes | View and print the Taxes report. |
| Tips | View and print tips reporting. |
| Sales (Al) | Access all Sales reporting. |
| Item Sales | View and print item sales reporting. |
Non-Sales Revenue
| View and print non-sales revenue reporting. |
Sales Summary
| View and print a summary of sales activity. |
| Customers | Access all customers features. |
| Lists (All) | Access all lists. |
| Customers | View a list of customers. |
| Devices | View a list of devices assigned to your business. |
| EOD Reports Email (All) | Not applicable |
| View transactions for a specific time and reprint customer receipts |
| Not in use |
| Inventory (All) | Access all Inventory features. |
| Categories and Items (All) | View, add, and edit all category and items features. |
| View, add, and edit categories and items. |
| Limited Access | Limited edit of item information. |
| View, add, edit, and delete discounts. |
| Customers (All) | Access all customers features. |
| View, add, and edit customer information |
| Employees (All) | Access all employee management features. |
| View, add, and edit employees |
| View, add, edit, and delete user roles and modify levels of access for user roles |
| Settings (All) | Access all settings features. |
| View and edit basic information about your company |
| View and edit store contact and store receipt information |
| View, add, and edit tax categories and tax rates |
| View and edit accepted payment methods and credit card processing information |
| Bulk Customer Delete | Delete many customers at one time. |
| Account Information (All) | Access all account information features. |
| View and update your account information, view bills, add additional stores |
| Deactivate devices from Back Office. |
| Release Notes Notifications | User is notified of Back Office release |