Add users, roles and location access for staff

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.

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.

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.

/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.

/roles/create

Add Role: permissions are grouped by area with a search box.

/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.

/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

Users with their role and status.

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.

Related pages

Multiple locations

Devices and printers

Cash register and closing

Account security