Settings

Create Employees and Control Role Permissions

Staff access starts with named employees, branch assignment, a role or custom matrix, POS action authority, and a review habit.

Menu path: Manage -> Employees, Manage -> Employees -> Roles
Verified from: Posnic demo and current POS source reviewed on 2026-09-08

Technical source evidence

frontend/modules/users.html Employees and Roles tabs, frontend/modals/user.html staff drawer, frontend/modules/roles_admin.html role editor, users.js staff list, role assignment and POS action matrix, roles.js role management, roles.constants.js default role authority

Live Posnic Employees list with Employees and Roles tabs — **Employees list**Employees and Roles live together so staff access can be reviewed from one place.

Live Posnic Roles list showing system roles and till authority counts — **Roles list**Roles define module access and till actions such as approvals, reports and settings.

Live Posnic employee detail pane with branches permissions sales and login history — **Employee audit pane**A row opens the employee profile, branch access, permission chips, recent sales and login history.

Why Roles Matter

A POS user should get only the access needed for their job. Shared admin logins make discounts, deleted records, sale edits and settings changes hard to explain.

Create named employee accounts instead of one shared cashier login.
Use roles for recurring job types such as Cashier, Shift Supervisor, Inventory Clerk, Accountant and Store Manager.
Give report and settings access only to roles that need it.
Review roles after enabling new features such as Quick Sale, Customer Credit or Cash Register.

Staff Access Map

The staff chapter is split into operating jobs so an owner can train each step without reading one very long settings page.

Task	Use this when	Dedicated guide
Create employee	A new cashier, supervisor, accountant or integration needs access.	Create Employee User
Audit employee	You need to check status, branch, registers, sales, login history or permissions.	Review Employee Access
Design role	The same permission set will be reused by many staff.	Role Permission Matrix
Approval and labour controls	A manager must approve refunds, swipe a card, receive wage settings or sales targets.	Manager Approval and Staff Controls

Core Rules

Create one account per person or integration. Do not run the counter with a shared admin login.
Assign at least one branch. A user without branch access cannot work normally in the shop.
Use a role for normal job types; use Custom only when that person truly needs a one-off matrix.
Review POS actions separately from module read/write/delete permissions.
Set manager approval PINs or RFID cards only for people trusted to approve restricted till actions.
Deactivate users who leave the business instead of reusing their login.

Default Roles

Opening the Roles tab seeds the tenant's built-in roles if they do not already exist. System roles can be tuned, but they are not ordinary disposable records.

Role	Typical use	Till authority
Owner	Business owner or root account.	Full POS authority and financial access.
Admin	Trusted administrator.	Full operational access plus users and settings.
Store Manager	Runs a store or branch.	Full till authority, reports, financials and staff management.
Shift Supervisor	Leads a shift.	Most till actions, register open/close and limited discount authority; void sale needs a manager.
Cashier / POS Operator	Counter salesperson.	Reprint receipt and Quick Sale only; voids, refunds, discounts, price override, no-sale drawer and register close need manager approval.
Inventory Clerk	Stock and purchase operator.	Inventory and purchase work, not normal POS operations.
Accountant	Financial reviewer.	Reports and financials read-only.
API / Integration	Programmatic access for a connected service.	Integration-specific read/write access.

Where to Continue

Create or update the employee account on the Create Employee User page.
Open the employee row and audit branch, register, recent sale and login evidence on the Review Employee Access page.
Use the Role Permission Matrix page before changing system roles or creating a custom role.
Use the Manager Approval and Staff Controls page before setting PINs, RFID cards, wage or sales targets.
Log in as a non-admin test user after each permission change and verify the exact screen or till action.

Permissions to Protect

Permission area	Risk	Recommended owner rule
Settings	Can change tax, receipt, payment and feature behavior.	Owner or store manager only.
Reports and dashboard financials	Can reveal profit, margin, expenses, cash and dues.	Manager, accountant or owner only.
Sale edit and void sale	Can change saved money and stock records.	Supervisor approval required.
Discount and price override	Can reduce margin and hide pricing mistakes.	Limit by role and review daily.
Refund and return	Creates money and stock movement.	Manager approval with original sale.
No-sale drawer and register close	Can hide drawer movement or close short.	Supervisor or manager only.
Delete or restore	Can hide or revive operational records.	Owner-controlled and reviewed.