Users & roles

A user is a person who logs in — a cashier, a manager, you. A role is a named bundle of permissions that decides what that person is allowed to do. Together they let you give every staff member their own login while keeping sensitive actions in the right hands.

Who uses itThe owner or manager who sets up the team.

How long it takesA minute or two to add each staff member.

Where to find itClick Users or Roles in the sidebar, under User & Access Management.

Overview

Every person who uses the system should have their own login — their own email and password. This is about accountability: when a sale, refund or void happens, the system records exactly who did it. Sharing one login makes that impossible.

Rather than tick dozens of individual permissions for each person, you give them a role. The system ships with sensible roles ready to use — Admin, Manager, Cashier, Stock Keeper and Accountant — and you can create your own.

The users list showing staff members, their roles and last login — The users list: each staff member, the role they hold and when they last signed in.

Why it's useful

Accountability. Each action is tied to a real person, so you always know who did what.
Safety. A cashier can ring up sales without being able to change prices, see profit reports or alter settings.
Speed of setup. Assign one role and the person instantly gets the right set of abilities — no fiddling with individual switches.
Flexibility. Need a role that's halfway between Cashier and Manager? Build your own.

Users, roles and permissions

These three ideas work together:

Term	What it means
User	A person with a login (email + password). For example, "Sara the cashier".
Role	A named bundle of permissions, like "Cashier" or "Manager". You give a user a role.
Permission	A single thing a person is allowed to do, like "give a refund", "see reports" or "change settings". Roles are made of these.

So the chain is simple: a permission is one ability, a role groups many permissions, and a user is given a role.

Adding a staff member, step by step

Open Users
Click Users in the sidebar, then click Add user.
Enter their details
Type their name and email address (and phone, if you like). The email is their login name.
Set up their password
Either set a starting password yourself, or send them a setup link by email so they choose their own. Sending a link is the tidier choice.
Choose their store and role
Pick which store (location) they work at and which role they hold there. A person can work at more than one store, with a different role at each.
Save
Click Save. They can now log in with their own account. If you sent a setup link, they'll receive an email to finish setting up.

Working with roles

Open Roles in the sidebar to see the roles you have. Each role lists the permissions it grants. You can:

Use a built-in role as-is. Cashier, Manager and the others are ready to assign immediately.
Create a new role. Give it a name and tick the permissions it should include, grouped by area (Sales, Products, Reports, Settings and so on).
Copy an existing role. Start from a role that's close to what you want, then adjust.

A handful of permissions are marked as dangerous — things like changing the license key, restoring a backup or creating another super admin. These are tucked away and clearly flagged so they're never granted by accident.

The role editor showing a grid of permissions grouped by area — Editing a role: tick the permissions it should include, grouped by area.

What permissions control

Some everyday examples of the kind of thing a permission decides:

Who can give refunds or process returns.
Who can void a completed sale.
Who can apply a discount, and who can go above a set limit.
Who can see reports — sales, stock or financial.
Who can change settings or add other users.
Who can see and edit cost prices.

Tips & best practices

One login per person. Never share an account. It's the only way reports can tell you who did what.
Give the smallest role that fits. A cashier rarely needs manager powers. Start narrow; you can always add more.
Deactivate instead of deleting. When someone leaves, switch their account off rather than removing it, so their past sales stay attached to a name.
Reuse roles across people. Five cashiers can all share the one Cashier role — change it once and it updates for all of them.

Notes & warnings

The built-in roles can't be deleted (though you can adjust their permissions). This makes sure there's always a working set of roles to fall back on.

You can't lock yourself out. There must always be at least one administrator who can manage users and roles, so the system won't let you remove that last bit of access.