Skip to main content

POS Users

Who this is for

Admins and managers who maintain staff login records for the POS.

Before you start​

  • Confirm the correct brand and target shop.
  • Decide whether you are creating a user group or an individual POS user.
  • Decide which POS actions the group should be allowed to perform.
  • Do not confuse POS user access with HQ workspace member access in Workspace Administration.

Open this page​

Open POS Settings -> POS Users.

What this page controls​

POS Users manages the staff accounts used on physical POS terminals.

Use this page to manage:

  • user groups
  • POS permissions assigned to each user group
  • individual POS user records
  • login methods
  • inactive or active user access

Main sections​

User groups​

User groups define reusable role assignments for POS users. Each group can also include POS action permissions.

Typical fields:

  • Group ID
  • Group Name
  • Alt Name
  • Permissions

Permission groups are shown in these sections:

  • Ordering
  • Cashier & Reports
  • Manager & Operations

Common permission examples include:

  • Ordering
  • Function menu
  • Void item
  • Void transaction
  • Manual discount
  • Open cash drawer
  • Day end
  • Reports
  • Manager functions
  • Sold-out management
  • Pay in/out
  • Online order operations
  • ODO pickup orders
  • POS settings admin

POS users​

Individual users are assigned to a specific shop.

Typical fields:

  • User Name
  • Alt Name
  • Password
  • Staff Code
  • Card No.

Login behaviors​

Users can be configured for different login methods such as:

  • user ID login
  • card login
  • staff code login

Status​

Use the inactive or active state to control whether the user can still sign in on the POS.

Steps​

  1. Open POS Settings -> POS Users.
  2. Select User Groups.
  3. Select New User Group or edit an existing group.
  4. Enter Group Name and Alt Name if needed.
  5. In Permissions, tick only the actions this group should perform on the POS.
  6. Save the group.
  7. Select POS Users.
  8. Create or open the target POS user.
  9. Confirm the correct shop assignment.
  10. Enter the login and identification fields.
  11. Select the required user groups.
  12. Turn on the required login methods.
  13. Set the user as active or inactive as needed.
  14. Save the user.

What changes after you save​

These changes affect how the selected staff account can sign in to the POS in the assigned shop and which protected POS actions they can complete.

When a staff account does not have permission, POS can show Permission denied. If an action requires approval, POS can ask for Input authorizing staff code. The authorizing staff member must be different from the first staff member.

How to check your change​

  1. Reopen the user record and confirm the saved fields.
  2. Confirm the user is assigned to the correct shop.
  3. Reopen the user group and confirm the selected Permissions.
  4. Verify the intended login method works on the target POS when practical.
  5. Test one protected action, such as Day-end, Open Drawer, Reports, or POS settings admin, with the correct staff account.

If something goes wrong​

  • Confirm you edited a POS user and not an HQ workspace member.
  • Check whether the wrong shop was selected.
  • If POS shows Permission denied, confirm the user's group includes the required permission.
  • If POS asks for Input authorizing staff code, ask a manager or another authorized staff member to approve the action.
  • Review the login method switches before changing the user identity fields again.

When to ask owner/admin​

  • The account belongs to a manager or another privileged role.
  • You are unsure whether the user should be disabled, moved, or recreated.
  • You are unsure whether a group should receive manager-level permissions such as Day end, Open cash drawer, Pay in/out, or POS settings admin.