Defining user roles with Aloha Smart Manager integration

Use Employees > User Roles in Aloha Cloud Back Office to define the access available to each employee in both Back Office and the POS application.

The system provides sixteen default user roles/jobs under the POS tab and six default user roles/jobs under the Back office tab. You can assign the appropriate level of access to each user role within its respective tabs (POS or Back office).

Defining user role access for POS features

Point of Sale Feature	What does it allow a user to do?
POS (All)	Enables employees with this access to view and edit all POS settings in this section.
Time Clock Only	Enables employees with this access who have no other requirement to use the POS to access the POS to clock in and out
Ring Up Sales (All)	Enables employees with this access to use the order entry screen for actions such as adding items on the guest check and accepting payments.
Can Close Orders	Enables employees with this access to use the order entry screen for actions such as accepting payments.
Can Close Orders (Use Employee Shifts)	Enables employees with this access to use an employee financial shift for tracking financial responsibility of orders.
Cash Drawer Recount	Enables employees with this access to recount their cash at the cash reconciliation screen.
Print/Show End Shift Totals	Enables employees with this access to view and print the end of shift summary on the POS.
Cash Drawer	Enables employees with this access who also have access to Ring Up Sales and Cash Drawer to open a cash drawer during the course of a normal transaction. For example, you may provide a bartender Cash Drawer access but not a server. If they both use a device connected to a cash drawer, the cash drawer will open for the bartender, but not for the server.
Declare Tips	Requires employees with this access to declare credit card tips at the end of a labor shift.
No Sale (Open Drawer)	Enables employees with this access to open the cash drawer by tapping No Sale at the order entry screen.
Open Drawer Override	Enables employees with this access to override the open drawer command for other users.
Void Items/Ticket	Enables employees with this access to void individual items or an entire guest check.
Void Online Orders	Enables employees with this access to void online orders.
Apply Discounts/Promotions	Enables employees with this access to apply a discount or promotion to an item or a guest check. An employee with this ability can apply any active discount or promotion available to a guest check.
Apply Donations	Enables employees with this access to apply donations to orders.
Change Tax	Enables employees with this access to change the tax rate on a guest check to a different rate.
Exempt Tax	Enables employees with this access to change the tax rate to '0' on a guest check.
Perform Refunds	Enables employees with this access to perform a refund for a customer.
Recall Any Order	Enables employees with this access to recall orders created by other employees. By not enabling this access, an employee can only recall their own orders.
Reopen Ticket	Enables employees with this access to reopen any guest check to add items or to change the payment tender.
Adjust Tips	Enables employees with this access to adjust the credit card tips.
Category/Item Management	Enables employees with this access to add categories and items to the menu at the order entry screen in the POS app, and to rearrange the item and category buttons on a device, which changes the appearance and arrangement of the item and category buttons across all devices.
Set Item Availability	Enables employees with this access to manage item availability on the POS.
Pending Credit	Enables employees with this access to view data in the Pending Credit screen.
POS Settings	Enables employees with this access to access the Settings screen and change the settings for the device they are actively using.
Scoreboard Access	Enables employees with this access to run the POS Scoreboard report.
Offline Mode Management	Enables employees with this access to put a device into offline mode when a device becomes disconnected from the server.
Business Date Management	Enables employees with this access to manage previous business dates in the POS app, and perform functions such as closing open labor and financial shifts, reopening a financial shift, and closing a previous, open business date.
Restrict Tabs to Current User	Enables employees with this access to restrict tabs to the current user.
Take Order Ownership	Enables employees with this access to take ownership of a table owned by another employee, and to modify the order. When an employee assumes ownership of a table, they become financially responsible for the table. If disabled, the order is read-only to the employee, and the employee can only print a guest check that belongs to the table of another employee.
Add Charge to Ticket	Enables employees with this access to manually add a charge to a guest check.
Enter Manual Weight for Scale Items	Enables employees with this access to enter a manual weight for scale items.
Approve Break & Schedule Exceptions	Enables employees with this access to approve unscheduled, exceptions in shifts and breaks using the Manager Approval Needed screen. (The name is effective from v6.16 upgrade)
Manage Schedule	Permits employees to manage their schedule.
POS Upgrade	Enables an employees with this access to upgrade the POS application.
Remove CC Surcharges	Enables employees with this access to remove any surcharges associated with a credit card.
Remove Gratuity	Enables employees with this access to override the remove gratuity.
Modify Team Checks	Enables employees with this access to make changes to a check owned by another employee. Financial ownership is decided based on the Return Financial Ownership access. If disabled, the employee cannot edit checks owned by another employee.
Return Financial Ownership	After editing a check owned by another employee, financial ownership automatically returns to the ticket originator. If disabled, financial ownership transfers to the employee performing the edit.
Break with Active Tables	Enables employees with this access to take a break with an active tab/table without transferring the financial ownership.
Open Checks Limit Override	Enables employees with this access to override the Maximum Number of Open Checks limit configured in Employees > Security Controls.
Refund Limit Override	Enables employees with this access to override the Maximum Refund Amount configured in Employees > Security Controls.
Limit Tip Adjustment Override	Enables employees with this access to override the Maximum Number of Tip Adjustments configured in Settings & Privacy > Payments.
Refire an Item	Enables employees with this access to refire an item.
Remove Payment From Ticket	Enables employees with this access to remove any payment method associated to the ticket.
Clear Items	Enables employees with this access to clear the items added to a ticket.
Clear Items Limit Override	Enables employees with this access to override the Maximum Number of Clear Items Limit configured in Employees > Security Controls.
Delete Tickets	Enables employees with this access to delete ticket.
Delete Tickets Limit Override	Enables employees with this access to override the Maximum Number of Delete Tickets limit configured in Employees > Security Controls.
Training Mode	Enables employees with this access in Employees > User roles to operate the POS in Training mode.
Change Revenue Centers	Enables employees with this access to change the revenue center configured in Settings > Revenue Centers.

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.