Users and roles
For owners. Everyone who uses a till should have their own login, so every sale, refund and stock change is recorded under the right name. Only admins can manage users.
Add a user
Section titled “Add a user”- Go to Users and select New User.
- Enter their Username (what they log in with, e.g. “mary”) and Display Name (shown on receipts and records, e.g. “Mary Njeri”).
- Choose their Role: Cashier, Manager or Admin.
- Set a Password, a PIN (4 to 6 digits), or both. A PIN is quicker at the till.
- Select Save User.
The next window shows their username, password and PIN once, under Save These Credentials. Write them down and give them to the person: they’re stored encrypted, so they can be reset later but never looked up.
| A… | can |
|---|---|
| Cashier | Sell, take payments, find receipts, open and close the till, add customers at the till. Selling past recorded stock needs a manager’s approval. |
| Manager | Everything a cashier can, plus: manage products, categories, suppliers, purchase orders, invoices and deliveries; see costs and financial reports; refund sales; sell past recorded stock and approve it for cashiers; approve expenses; merge duplicate customers; change settings. |
| Admin | Everything, including managing users. |
Admin is full, unrestricted access. Give it only to someone who should have it. You can’t change your own role.
Change, reset or remove a login
Section titled “Change, reset or remove a login”On a user’s row in Users:
- Edit changes their display name or role.
- Password and PIN set a new one, for someone who’s forgotten theirs. Leaving the new PIN blank removes their PIN.
- Deactivate stops them logging in, for someone who’s left. Their sales and records stay. Reactivate lets them log in again.