# Add users, roles and location access for staff

> Give every staff member their own login, a role that controls what they can see and do, and access only to the locations where they work.

Source: https://docs.smartposhub.com/start/users-and-roles/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

This guide shows how to give each staff member their own login, control what they can do with roles, and limit them to the locations where they work. It is for owners and managers. Setting up a cashier takes about three minutes; a custom role takes about ten.

## How access works

- A **user** is one person with a username and password.
- A **role** is a list of permissions (for example "can sell", "can see purchase prices", "can edit products").
- **Access locations** on the user decides which shops and warehouses they can work in.
- The **Admin** role has full access to everything, including settings and users. Keep it for owners.

Menus a user sees also depend on your plan and the modules switched on. See [Getting started](https://docs.smartposhub.com/start/overview/).

## Before you start

- Decide the roles you need (for example Cashier, Store manager, Storekeeper, Accountant).
- Check your plan's user limit under **Settings › Package Subscription**.
- Add your locations first: [Multiple locations](https://docs.smartposhub.com/start/locations/).

## Step 1: Create roles

### Option A: import ready-made roles

1. Open **User Management › Roles**.
2. Click **Import prebuilt**. Templates are grouped by trade (retail, restaurant, hotel, gym, repair, services, bookkeeping, support).
3. Tick the roles you want. Click **Details** on a role to see its permissions.
4. Click **Import selected**, check the confirmation list and confirm. Roles you already have are marked **Already added** and skipped.

![Import prebuilt roles window with trade groups on the left and role templates with tick boxes on the right](https://docs.smartposhub.com/_astro/roles-import-prebuilt.sFzrGr6H.png) (web app page: `/roles`)
*Import prebuilt on the Roles page adds ready-made roles.*

### Option B: create your own role

1. On **User Management › Roles**, click **+ Add**.
2. Under **Role details**, type a **Role Name** your team will recognise, such as "Cashier" or "Store manager".
3. Under **Permissions**, open each group (for example **User**, **Supplier**, **Customer**, **Product**, **Purchase**, **Stock Adjustment**, **Sell**, **Reports**) and tick what this role may do. Use **Select all** on a group, or the **Search permissions...** box.
4. Where a group says "Choose one" (for example view all sales or only own sales), pick one option.
5. The counter at the top shows how many permissions are granted. Click **Save**.

![Add Role page with Role Name, a Search permissions box, Expand all and Collapse all buttons and permission groups such as Others and User with Select all tick boxes](https://docs.smartposhub.com/_astro/add-role-permissions.XhDbEzRU.png) (web app page: `/roles/create`)
*Add Role: permissions are grouped by area with a search box.*

![Roles list with Admin, B2B Sales Rep, Beautician, Cashier, Delivery Rider, Fitness Trainer, Group Accountant and other roles, each with Edit and Delete](https://docs.smartposhub.com/_astro/roles-list.y3dk0WKR.png) (web app page: `/roles`)
*The Roles list of a business with several trades.*

**Tip:** 
For a cashier, start from the imported **Cashier** role. It can sell and open or close the cash register but not change settings or prices.

## Step 2: Add a user

1. Open **User Management › Users** and click **+ Add**.
2. **Basic info**: **First Name**, **Last Name**, **Email** (required), phone numbers, and **Is active ?** (inactive users cannot sign in).
3. **Login & access**: keep **Allow login** on. Type a **Username** (or leave blank to generate one), then a **Password** and **Confirm Password**, or click **Generate a strong password**.
4. **Role**: pick the role. The box **What this role can do** summarises its permissions.
5. **Access locations**: untick **All Locations** and tick the locations this person works in. With **All Locations** on, they can also work in any location you add later.
6. Optional: **Enable service staff pin** for a short PIN to switch users quickly on the POS.
7. **Sales & commission**: **Sales Commission Percentage (%)**, **Max sales discount percent**, and **Allow Selected Contacts** if this user may sell only to certain customers.
8. Optional: **Bank Details** and **Social links & custom fields**.
9. Click **Save** in the bar at the bottom.

![Add user page, Login and access section with Allow login switch, Username, Password, Generate a strong password, Role select with a summary, and Access locations with All Locations and seven locations](https://docs.smartposhub.com/_astro/add-user-role-and-locations.C0gyj6OP.png) (web app page: `/users/create`)
*Login & access: role and locations on one screen.*

Give the person their username and password. They sign in at the same address you use, or in the SmartPOS Business app.

## Step 3: Check the users list

**User Management › Users** shows each user's name, role and **Status** (Active or Inactive). Click a name to see their profile, sales this month, commission and last sign-in, and to **Deactivate** or **Edit** them.

![Users list with names, usernames, role badges and Active status](https://docs.smartposhub.com/_astro/users-list.DCXyurXv.png) (web app page: `/users`)
*Users with their role and status.*

![Users list on a phone screen](https://docs.smartposhub.com/_astro/users-list-phone.BnwXNoeD.png)
*The users list on a phone.*

## Example setups

| Business | Roles | Location access |
|---|---|---|
| One shop | Admin (owner), Cashier | All Locations |
| Three branches + warehouse | Admin, Branch manager, Cashier, Storekeeper | Each cashier and manager: their branch. Storekeeper: warehouse |
| Restaurant | Admin, Restaurant Manager, Waiter, Kitchen Staff, Cashier | The restaurant location |

## Tips and mistakes to avoid

- **One login per person.** Shared logins make the activity log and cash register reports useless.
- **Remove access the day someone leaves**: switch off **Is active ?**.
- **Do not give Admin to cashiers.** Admin can see costs, change prices and delete records.
- **Edit a role, not each user.** Changing a role updates everyone who has it.
- **Mobile app access** follows the same role and locations. See [Devices and printers](https://docs.smartposhub.com/start/devices-and-printers/).

## Related pages

  - [Multiple locations](https://docs.smartposhub.com/start/locations/)
  - [Devices and printers](https://docs.smartposhub.com/start/devices-and-printers/)
  - [Cash register and closing](https://docs.smartposhub.com/selling/cash-register-and-closing/)
  - [Account security](https://docs.smartposhub.com/modules/account-security/)

## Frequently asked questions

### What is the difference between a user and a role?

A user is one person with their own login. A role is a set of permissions, such as Cashier or Store manager. You give each user one role, and many users can share the same role.

### Can a cashier be limited to one branch?

Yes. On the user form, under Access locations, untick All Locations and tick only that branch. The cashier then sells, buys and sees stock only there.

### Can I stop a cashier from seeing purchase prices or profit?

Yes. Create or edit their role and leave the purchase price and profit permissions unticked. Search the permission list on the role form to find them quickly.

### Is there a ready-made set of roles?

Yes. On User Management, Roles click Import prebuilt to add role templates for retail, restaurant, hotel, gym, repair, services, bookkeeping and support. You can edit them after import.

### How do I stop someone from signing in?

Edit the user and switch off Is active, or switch off Allow login. Their past sales and records stay.

### Can staff use the mobile app with the same login?

Yes. Staff sign in to the SmartPOS Business app with the same username or e-mail and password. Under Settings, Mobile app you can allow the app for everyone who can sign in or only for chosen roles.

### Do users count against my plan?

Yes. Your plan has a staff user limit. Settings, Package Subscription shows how many you use.

### Can a user have a limit on discounts?

Yes. Set Max sales discount percent on the user form, under Sales and commission.