User Roles for Essentials and Retail Solution

August 26, 2024

Description

How to manage access to features in the Point of Sale app and the Back Office by user role

What's in this article?

User roles provide a way to grant or limit access to certain features in both the Point of Sale app and in 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 on the POS, when a user tries to use a feature to which they don't have access, the system will alert the user and prompt them to enter the PIN of a user who does have access to continue.

Pre-defined user roles

There are five 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.

table listing user roles and who they are designed for
Role	Description
Time Clock Only	Employees who will only use the Point of Sale app to clock in/out.
Cashier	Employees who will ring up sales on the Point of Sale app, but do not access the Back Office.
Cashier Plus	Employees who need full access to all of the features on the Point of Sale app, as well as inventory management in the Back Office.
Store Manager	Managers who need full access to all of the features in the Point of Sale app and full access to the Back Office, with the exception of account setup, purchasing, and billing features.
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

You can customize what features each of the pre-defined roles (Time Clock Only, Cashier, Cashier Plus, Store Manager, and Account Manager) can access in both the Point of Sale app and in the Back Office.

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.
Time Clock (All)	Provides access to all time clock functions.
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)	Provides access to all POS features.
Ring Up Sales	Enables employee access to the order entry screen, for actions such as adding items to the guest check and accepting payments.
No Sale (Open Drawer)	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.
Price Override	Permits employees to adjust, or override, an item's regular selling price.
Apply Discounts	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)	Provides access to all shift and cash management features.
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 - Access All Drawers	Grants Access to multiple cash drawers
Manage Tips	Adjust tips for other users. 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.
Reports	Run Shift Summary, Store Summary and Hourly Sales reports in the Point of Sale app.
Count/Receive Inventory	Add new categories and items, rearrange existing categories and items.
Pricing	Override or adjust a price on a ticket.
Settle Batches	Manually close a batch.
Delete Offline Credit	Not in use.
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
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.
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)	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.
Device Activity	View and print Device Activity report.
Employee Activity	View and print Employee Activity report.
Location Activity	View and print Location Activity report.
Discounts & Promotions	View and print discount and promotion reporting.
Price Overrides	View and print price override reporting.
Taxes	View and print the Taxes report.
Time Clock	View and print time clock reporting.
Tips	View and print tips reporting.
Offline Credit	Not in use
Sales (Al)	Access all Sales reporting.
Department Sales	View and print department sales reporting.
Item Sales	View and print item sales reporting.
Non-Sales Revenue	View and print non-sales revenue reporting.
Modifier Sales	View and print modifier sales reporting.
Sales Summary	View and print a summary of sales activity.
Sales Commissions	View and print sales commission activity. Retail Solution only.
Customers (All)	Access all customers features.
Bulk Email	View and print email campaign activity reporting.
Customer Notes	View and print customer notes reporting.
Customer Sales	View and print customer sales activity.
Lists (All)	Access all lists.
Items	View a list of items in your inventory.
Modifiers	View a list of modifiers in your inventory.
Customers	View a list of customers.
Devices	View a list of devices assigned to your business.
EOD Reports Email (All)	Not applicable
POS Transactions	View transactions for a specific time and reprint customer receipts
Accounting	Not in use
Credit Settlement	Not in use
Inventory (All)	Access all Inventory features.
Categories and Items (All)	View, add, and edit all category and items features.
Full Access	View, add, and edit categories and items.
Limited Access	Limited edit of item information.
Modifiers	View, add, edit, and delete modifiers and modifier groups.
Department	View, add, edit, and delete departments.
Tags	Retail Solution only. 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.
Promotions	View, add, edit promotions.
Events	View, add, edit, and delete events
Restrictions	View, add, edit, and delete restrictions on item sales. Retail Solution only.
Manage (All)	Access all inventory management features.
Snapshot	View Inventory Snapshot report.
Count	Enter an inventory count.
Receive	Receive inventory.
Customers (All)	Access all customers features.
Email Marketing	Create and send email marketing campaigns to customers
Loyalty Program	Create, view, and edit your loyalty program
Edit Reward Balances	Edit loyalty reward balances.
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)	Access all employee management features.
Employees	View, add, and edit employees
Time Clock	View, add, edit and delete employee clock in/out
User Roles	View, add, edit, and delete user roles and modify levels of access for user roles
Settings (All)	Access all settings features.
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
Payment Methods	View and edit accepted payment methods and credit card processing information
Custom Tenders	Create a custom tender, a generic payment type.
Bulk Customer Delete	Delete many customers at one time.
Account Information	Access all account information features.
My Account	View and update your account information, view bills, add additional stores
Register Device *	Deactivate devices from Back Office.
Release Notes Notifications	User is notified of Back Office release