How do I add staff and control what they can do?

Each person who uses RetailPOS Studio should have their own login. That way every sale, refund and stock change is recorded against a name, and you decide what each person can see and do through roles.

Before you start

• A list of staff with the shop each one works in.
• A decision on who may give discounts, process refunds, see cost prices and edit products.

Create roles first

1. Go to Users → Roles → Add.
2. Name the role, for example “Cashier”, “Shop manager” or “Stock keeper”.
3. Tick the permissions the role needs. Common choices:
   • Cashier: sell at the POS, view products, add customers. No refunds, no cost prices, no product editing.
   • Shop manager: everything a cashier does, plus refunds, discounts, purchases and stock adjustments in their shop.
   • Stock keeper: purchases, receiving, stock transfers, print labels. No selling.
4. Choose which locations the role may access.
5. Save.

Add a staff member

1. Go to Users → Add.
2. Enter their name and a username. An email address is optional.
3. Set a password, or let them set one on first login.
4. Choose their role.
5. Optionally set a sales commission percentage if you pay commission.
6. Save. They can now log in from any device.

Removing access

When someone leaves, open their user and mark it inactive. Their history stays in your reports, but they can no longer log in. Don’t delete users who have made sales.

Common problems

• A cashier can see cost prices. The role has a “view purchase price” permission ticked. Untick it.
• A manager can’t see the second shop. Add that location to their role.
• Too many people share one login. It’s common in busy shops, and it makes every report less useful. Give each person their own.

Tips

• Start strict and add permissions as people ask. Removing a permission later causes more friction than granting one.
• Review roles whenever you open a new shop.
• Set a maximum discount percentage on cashier roles where possible, so larger discounts need a manager. It protects margin without slowing down the counter.
• Check the activity in sales and stock reports by user once a week. Patterns show up quickly when everyone has a login.