Staff & Permissions

Staff accounts give each employee their own username and password. With roles, you decide which menus they can see and which actions they can take (e.g. receipts, reports, settings). So each user gets the permissions their role requires, instead of broad access. For example, counter staff can create receipts but cannot open reports or backup.

Menu path: Personnel Management → Personnel List (roles: Personnel Management → Role Management, store owner only).

Step by step: staff and roles

1. Add staff

Personnel List → Add Personnel:

• First Name, Last Name
• Username (for sign-in)
• Role
• Password / Confirm Password

When editing, you can set a New Password, an optional Profile photo, and if needed Custom Permissions (per item Grant / Deny).

2. Manage roles (store owner)

The Role Management menu appears only for Store Owner users.

• Built-in system roles: Store Owner, Admin, Staff
• Create a custom role with New Role
• For each role, mark module permissions: General, Receipts, Customers, Products & Services, Expenses, Reports, Personnel, Settings

System roles have limited deletion; if a custom role is deleted, assigned staff may move to the default Staff role.

3. Review activity history

From a staff record, use Show user activities to open that user’s activity and action history (if you have permission). Sign-ins, receipts, backups, role changes, and similar events are tracked there.

4. Lock the session / switch user

For a short break at the counter, choose Lock in the top menu; a password is required to continue. On a shift change, use Switch User to sign in as another staff member with their password.

Good to know

• Permissions can cover both page access and actions (delete, settings, and so on).
• Role Management appears only for Store Owner users; Admin does not see this menu.
• Sensitive areas such as blacklist, backup, and reports can be restricted separately.

Tips

• Start new staff with a narrow role; open more permissions as needed.
• Prefer one account per person instead of a shared password, so activity history stays meaningful.
• When you leave the desk, press Lock so cash and customer screens are not left open.
• Before changing a role’s permissions, check who is assigned to that role; the change applies to everyone on it.