Users & Roles

The POS system uses a role-based access control (RBAC) model. Users authenticate with a numeric PIN, and their permissions are determined by the roles assigned to them at each store.

Creating Users

Navigate to HQ Manager > Users and click "Add User". Enter the user's name and a unique numeric PIN (4 to 8 digits). The PIN is used for logging into the POS Terminal, Store Manager, and HQ Manager. PINs must be unique across the entire system -- no two users can share the same PIN.

After creating the user, they exist in the system but have no permissions until you assign them a role at one or more stores.

Creating Roles

Navigate to HQ Manager > Roles and click "Add Role". Enter a name (e.g., "Cashier", "Shift Supervisor", "Store Manager") and select the permissions to include. The system provides a categorized list of all available permissions:

POS Terminal Permissions:

• pos:open_register -- Open a new register session.
• pos:close_register -- Close the register and generate Z Report.
• pos:make_sale -- Process sales transactions.
• pos:apply_discount -- Apply discounts to line items or the cart.
• pos:void_sale -- Void the last completed sale.
• pos:refund -- Process refunds with receipt lookup.
• pos:refund_no_receipt -- Process refunds without a receipt.
• pos:force_close_register -- Force-close a stuck register session.

Store Manager Permissions:

• store:view_inventory -- View stock levels.
• store:adjust_inventory -- Make manual inventory adjustments.
• store:create_transfer -- Create inter-store transfers.
• store:receive_transfer -- Receive incoming transfers.
• store:view_reports -- View X, Z, and ZZ reports.
• store:manage_employees -- View employee list and shift data.

HQ Manager Permissions:

• hq:manage_products -- Create and edit products.
• hq:manage_departments -- Create and edit departments.
• hq:manage_suppliers -- Create and edit suppliers.
• hq:manage_taxes -- Create and edit tax rates.
• hq:manage_users -- Create users and assign roles.
• hq:manage_stores -- Create and manage stores.
• hq:view_reports -- View HQ-level reports.

Assigning Roles to Users

From the user detail page, click "Add Role Assignment". Select a store and a role. The user now has the permissions of that role at that specific store. A user can have different roles at different stores -- for example, "Cashier" at Store A and "Store Manager" at Store B.

For HQ Manager access, assign an HQ role without a store context. Users with HQ permissions can access the HQ Manager application regardless of store assignments.

The SuperAdmin Role

The SuperAdmin role is a special built-in role that bypasses all permission checks. It is automatically assigned to the first user created during initial setup. Use it sparingly and only for system administrators who need unrestricted access. You cannot delete or modify the SuperAdmin role.

Changing PINs

Users can request a PIN change through their manager, or an HQ administrator can update the PIN from the user detail page. The new PIN takes effect at each store after the next sync cycle. Until sync completes, the user should continue using their old PIN.