Roles and permissions in detail

Before you start

• You are signed in as the Owner. Only the owner manages users and roles.
• You've done the lesson on users and roles, so you know how to add a user and choose their role.

Step by step

1. Open the roles table

Go to Administration › Users & roles and press Edit roles. The Roles and permissions screen opens. Its note says: these are the built-in Owner, Manager and Cashier roles and what each may do.

2. Find the area you care about

Permissions are grouped by area: Point of sale, Inventory, Sales, Purchasing, Cash & bank, Accounting, Reports, Administration and more. Scroll down the table to the area you want. Each row is one permission, with one column per role.

3. Read yes-or-no permissions

Most rows are a simple yes or no. A ✓ means the role may do it, and a ✗ means it may not. For example, voiding a sale (pos.sale.void) is ✓ for Owner and Manager, and ✗ for Cashier.

4. Read the limits

Some rows are limits. A percentage is the most the role may give: the discount limit (pos.discount.max_pct) is 100% for Owner, 20% for Manager and 5% for Cashier. A money limit is the largest amount, and No limit means any amount. A dash (—) means the role doesn't have that permission at all.

5. Know what happens at a limit

When someone goes past their role's limit, Kade stops and says This needs approval from a manager. Someone whose role allows it can approve, so the sale can go on.

6. Choose the right role for each person

Go Back to the users list. Open a user and pick their Role: Owner, Manager or Cashier. A changed role takes effect on every PC, without signing in again.

Good to know

• The Owner, Manager and Cashier roles are built in and can't be changed. In this version the table is read-only: you can't add a role of your own.
• A Manager can do almost everything. Company profile, Users & roles, Tax & fiscal, License, backup settings and restore, and pairing or revoking PCs stay with the Owner.
• The business always keeps at least one active Owner: Kade refuses to deactivate or demote the last one.
• Give each person the smallest role that lets them do their job.

Try it yourself

1. Open Administration › Users & roles and press Edit roles.
2. Find the discount limit row and compare the three roles.
3. Find one ✓/✗ row in Administration and check which roles have it.
4. Press Back and check each of your staff has the right role.

Recap

Edit roles shows every permission against the Owner, Manager and Cashier roles: ✓ and ✗ for yes or no, and limits for discounts and amounts. Past a limit, a manager approves. Pick each person's role on their user page.