Defining user roles

Use Employees > User Roles to define the access available to each employee in both Back Office and the POS app. The size, layout, and policies of an operation, as well as the number of employees, determine the user roles you need to create and the access you need to assign to each user role.

The system provides three default user roles; however, you can add additional user roles and remove the default user roles, with the exception of Account Manager. You then assign the appropriate level of access to each user role and assign one or more user roles to each employee. Additionally, you can rank the user roles that access Back Office. This prevents an employee with a lower ranked user role from changing their user role to one with a higher ranking. User roles appear in order of ranking from lowest to highest, from left to right.

Defining user role access for Back Office features

For all of the features listed below, if a user does not have access to a feature, they will not see the link for the feature when they log in to Back Office.

Back Office Feature	What does it allow a user to do?
My Store
Activity Summary and Alerts	View the Activity Summary, view and configure alerts.
Sales Dashboard	View the Sales Dashboard.
Customer Dashboard	View the Customer Dashboard.
Results
Reports	View and print reports; you can assign access at the report level.
POS Transactions	Access the POS transaction viewer.
Credit Settlement	Access the credit settlement page, which includes the ability to void transactions and manually settle credit batches.
Inventory
Categories and Items	View, add, and edit categories and items.
Full Access	View, add, and edit categories and items.
Limited Edit Only	Edit item price and item availability for existing items.
Modifiers	View, add, and edit modifiers and modifier groups.
Discounts	View, add, and edit discounts.
Manage
Snapshot	View and print tracked inventory.
Count	Create and print an item count worksheet to assist in performing an inventory count; enter inventory count results.
Receive	Track the quantity of items being added to your inventory, as well as update the vendor, cost, and retail price for those items.
Customers
Email Marketing	Create and send email marketing campaigns to customers.
Loyalty Program	Create, view, and edit your loyalty program.
Customers	View, add, and edit customer information.
Social Sharing	Set up links to your social media pages to be used in Email Marketing.
Employees
Employees	View, add, and edit employees.
Time Clock	Edit and delete time clock activity.
User Roles	View and edit user roles.
Settings
Company	View and edit basic information about your company.
Store	View and edit store contact and store receipt information.
Taxes	View, add, and edit tax categories and tax rates.
Payment Methods	View and edit accepted payment methods and credit card processing information.
Account Information
My Account	View and update your account information, view bills, add additional stores.
Buy Hardware	Purchase additional hardware/accessories for your store.
Register Hardware	Register equipment to your account for warranty purposes.
Register Device	Activate a new device at a store; this is performed from the device. Note: Additional charges may apply.

To create a new user role:

Log in to Back Office using Company View (All Stores).
Select Employees > User Roles.
Click Add a User Role.
Type a name for the user role, such as Bartender or Server.
Type the standard rate of pay for the user role. The rate entered here becomes the default payment rate for the user role; however, you can override the standard rate for an employee on the EMPLOYEE screen.
(Optional) Select Exclude from Labor Reporting Calculations to allow salaried user roles to clock in to the POS without impacting labor calculations.
Click Save Changes to return to the User Roles screen.

To rank user roles:

Log in to Back Office using Company View (All Stores).
Select Employees > User Roles.
Click Sort User Role Rank.
Click sorting up arrow icon to increase the rank of a user role or click sorting down arrow icon to decrease the rank of a user role. You can only rank the user roles that access Back Office.
Click Save Changes.

To assign the appropriate access to each user role:

At the User Roles screen, for each user role listed across the top of the screen, select the appropriate access from the options available on the left of the screen. The first section from which you make selections controls access to the POS app, and the lower section controls access to Back Office.
Click Save and exit the User Roles function.

Note: Once you create a new user role with the required access, it is necessary to assign that user role to the appropriate employees.

View video

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