Users, Roles and Branches

Add your staff, decide what each person can do and where, set PINs for the POS app, and manage your branches.

Everything on this page is done in the Web admin, in a browser. Branches, Users and Roles are in the menu bar. My PIN is in the menu that opens when you click your name at the top right.

You only see a menu entry if your role allows it:

Add a User

Each person who signs in to the Web admin or the POS app needs their own user.

1. Open Users
   Click Users in the menu, then click Add User.
2. Fill in the profile
   Enter First Name, Last Name, Username and Email. The username must be 3 to 50 characters and may contain only letters, numbers, dots, hyphens and underscores. It cannot be changed after the user is created.
3. Choose the role
   Under Access, select a Role. Hold Ctrl to select more than one. A user must have at least one role.
4. Choose the branch
   Select the Branch the person works at. Hold Ctrl to select more than one. If you have only one branch, it is already filled in.
5. Set the password
   Under Password, turn off Generate random password if it is shown, then type a Password and repeat it in Confirm Password. The password needs at least 6 characters, with an uppercase letter, a lowercase letter, a number and a special character.
6. Set the account options
   If Account options is shown, leave Must change password on to make the person choose their own password the first time they sign in.
7. Add a pay rate (optional)
   Under Pay rate, choose a Pay Type (Hourly or Monthly Salary) and enter the amount. This is used for labour cost in reports.
8. Click "Create user"
   The user appears in the list with the status Active. Give the person their username and password.

Change a User's Role or Branch

1. Open the user
   Click Users, find the person (you can search by name or filter by role and status), and click the Edit (pencil) icon.
2. Change the role or branch
   Under Access, change the selection in Role or Branch. Hold Ctrl while you click so you do not lose the other selections.
3. Click "Save changes"
   The list shows the person's main role in the Job Role column.

Different roles at different branches

The user form gives the person the same branches for every role they hold. If someone is, for example, a manager at one branch and a cashier at another, use Branch access.

1. Open Branch access
   In the Users list, click the Branch access icon on the person's row.
2. Tick the branches for each role
   Under Where they work each role, each row is a role and each column is a branch. Tick a box to say the person holds that role at that branch. Roles that apply to the whole business are listed below the grid and have nothing to tick.
3. Choose the home branch
   Under Home branch, choose the branch their point of sale opens to.
4. Click "Save branch access"
   What the person may do follows the role they hold at the branch they are working in.

Reset a User's Password

1. Click the "Reset password" icon
   In the Users list, click the Reset password (key) icon on the person's row.
2. Choose how to set the password
   Leave Generate a temporary password on, or turn it off and type a New password and Confirm password. Leave Require the user to change it on if the person should pick their own password at the next sign-in.
3. Click "Reset password"
   A generated password is shown at the top of the page under Temporary password for and the person's name. Click Copy and pass it on straight away. It is shown only once.

Deactivate a User

Deactivate someone who has left or should not sign in for now. The account stays on record but cannot sign in.

1. Open the user
   Click Users and click the Edit (pencil) icon on the person's row.
2. Turn off "User account active"
   The switch is under Status at the bottom of the form.
3. Click "Save changes"
   The person shows as Inactive in the list and can no longer sign in to the Web admin or the POS app. They see "Account is inactive."

To let the person back in, edit the user and turn User account active on again.

Built-in Roles

A role is a job. It decides what a person can see and do. Your account comes with ready-made roles, and you pick from them when you add a user. Which roles you see depends on the modules your account includes.

General

Point of Sale

Delivery

Inventory

CRM and Finance

Create a Custom Role

Built-in roles cannot be changed or deleted. If none of them fits, make your own. You build a role by ticking the tasks people in that role carry out, such as Take Orders, Handle Payments or Correct Sales. Each task has a short description under its name.

Copy a built-in role and adjust it

This is the quickest way when a built-in role is nearly right.

1. Open the role
   Click Roles in the menu. On the row of the role you want to start from, click the Manage duties (key) icon.
2. Make a copy
   At the top of the page, type a name for the new role and click Make a copy. The copy opens with the same tasks ticked.
3. Tick and untick tasks
   Under What this role can do, tick the tasks the role should have and untick the ones it should not. Tasks are grouped under Everyone and under each module.
4. Click "Save duties"
   The new role is now in the Role list when you add or edit a user.

Start from an empty role

1. Click "Add Role"
   Click Roles in the menu, then Add Role.
2. Name the role
   Enter a Role Name and, if you like, a Description. Leave Active on.
3. Tick the tasks
   Under What this role can do, tick the tasks people in this role carry out.
4. Click "Create Role"
   To save the name now and choose the tasks later, click Create & Configure Later instead, then use the Manage duties icon in the role list.

To change a custom role later, click its Manage duties icon in the Roles list, change the ticks and click Save duties. If a change does not reach someone who is already signed in, click Clear Permission Cache on the Roles page.

You can delete a custom role only when no user holds it. Give those users another role first.

Staff PINs

A PIN is a personal code of 4 to 6 digits. Each person sets their own PIN in the Web admin. There is no screen for setting someone else's PIN, and a PIN cannot be set from the POS app.

What the PIN is used for in the POS app

• Signing in. On a terminal that is linked to a branch, choose PIN on the sign-in screen and enter your username and PIN instead of a password.
• Clocking in and out. Staff with a PIN enter it to clock in or out. Staff without a PIN are asked for their password.
• Manager approval. A manager selects their name and enters their PIN to approve something a staff member cannot do alone: voiding an order, cancelling an item, a refund, closing with a cash difference above the allowed limit, linking a terminal to a branch or moving it to another branch.

Set your PIN

1. Open My PIN
   In the Web admin, click your name at the top right and choose My PIN.
2. Click "Set Your PIN"
   The button is on the PIN Status card, which shows No PIN Set until you have one.
3. Confirm who you are
   Enter your Account Password. This is the password you sign in with.
4. Enter the PIN twice
   Type 4 to 6 digits in New PIN and again in Confirm PIN.
5. Click "Set PIN"
   The page shows "Your PIN has been set successfully."

Change or reset your PIN

Branches

A branch is one location of your business. Orders, cash drawers, business days and POS terminals all belong to a branch.

Add a branch

1. Click "Add New Branch"
   Click Branches in the menu, then Add New Branch.
2. Enter the basics
   Enter a Name and a Branch Code (up to 20 characters), and choose a Branch Type. Name and code must not already be used by another branch. The code cannot be changed after the branch is created.
3. Add location and contact details
   Fill in Location Details and Contact Information as needed. Delivery Contact Number is a separate number for delivery enquiries.
4. Set the operating hours
   Under Operating Hours, switch Open on or off for each day and set the Opening Time and Closing Time.
5. Choose the settings
   Under Settings, tick the options that apply. They are listed in the table below.
6. Click "Create"
   The branch appears in the list.

Edit a branch

In the Branches list, click the Edit (pencil) icon, make your changes and click Save Changes. To make another branch the default, click its Set as Default (star) icon in the list.

Delete a branch

Click the Delete (bin) icon on the branch row and confirm with Delete Branch. This cannot be undone. To close a location without deleting it, edit the branch and untick Active instead.

• You cannot delete the default branch. Set another branch as default first.
• You cannot delete a branch that has warehouses. Delete or reassign the warehouses first.

Troubleshooting

"This is the only administrator account."

You tried to take the Administrator role away from the last person who has it. Give another active user the Administrator role first, then change this one.

"Please select a role"

Every user needs at least one role. Select one under Access before you save.

"Cannot delete role ... because it has ... user(s) assigned"

Someone still holds the role. Edit those users, give them another role, then delete the role.

The Delete button on a role is greyed out

Built-in roles cannot be deleted.

"Invalid password" when setting or resetting a PIN

The Account Password you typed is not the password you sign in with. Type your sign-in password, not your old PIN.

"You already have a PIN. Use 'Change PIN' instead."

Go back to My PIN and click Change PIN, or Forgot PIN if you do not remember it.

"Cannot delete the default branch. Set another branch as default first."

In the Branches list, click the Set as Default (star) icon on another branch, then delete this one.

Next Steps