POS user roles and permissions: how they work
Every employee has a role, and the role sets what they can do at the register. In CashHub you can create custom roles and pick the permissions that suit your shop, instead of accepting ready-made roles that don't look like your business.
Three sensitive actions are under your control: discounts, voids and refunds. If the employee has the permission, they do it. If not, a manager has to enter their PIN.
That fits any kind of business: a grocery with cashiers on rotation, a restaurant with a floor supervisor, or a clothing store with sales staff and a branch manager. The rule is the same, and you decide who holds the key.
A new hire in their first week
A new employee starts in the first week of Ramadan and the shop is packed. You don't want to give them every permission on day one, and you don't want to stop service each time a discount is needed.
You give them a cashier role: they sell, but discounts, voids and refunds aren't theirs to make alone. When a customer asks for a discount, they ask the supervisor, who enters their PIN. The action goes through, and the system records that the supervisor was the one who allowed it.
Build your own role
- Decide the roles you need: cashier, supervisor, manager, delivery driver.
- Pick the permissions you open up for each role.
- Link each employee to their role.
- Review the roles from time to time, and adjust them if your business changes.
Discounts, voids and refunds: by permission or manager PIN
These three actions are what cause gaps in the drawer when they slip. The rule in CashHub:
| Action | Employee has the permission | Employee lacks the permission |
|---|---|---|
| Discount | Does it on their own | Needs the manager's PIN |
| Void | Does it on their own | Needs the manager's PIN |
| Refund | Does it on their own | Needs the manager's PIN |
The drawer doesn't open out of nowhere
The cash drawer opens only with a sale or a refund. So an employee can't open it without a recorded action, which closes the door on opening it for no reason.
Every action is logged under its owner
Every action in the system is logged with the user's name and the time. Invoices can't be deleted, so your record doesn't get wiped.
If you find a gap in the drawer, you go back to the log and see who did what and when, instead of gathering the staff and questioning them.
A Thursday shift: a supervisor and two cashiers
On Thursday night you have one cashier at the counter and another on the line, with a supervisor standing by. The first customer wants a discount, the second wants to return an item, and the third says cancel the order.
Because the cashiers lack the permission, each of those requests goes through the supervisor with their PIN. The line doesn't stall, because the supervisor enters the PIN in seconds. At the end of the night you open the log and see every discount, void and refund with the name of whoever made it and the name of whoever allowed it.
Count the drawer blind
At shift close the cashier counts the drawer without seeing the expected amount, and then the difference comes out. That keeps the number they enter as their real count. The blind count applies to the cash drawer only.
A lost device, or one that won't sync
If a device is lost, you wipe its data remotely, and the replacement device gets back every record that reached the server.
A device that stays offline too long alerts you, and after a set limit it stops selling until it syncs. So nobody can keep working on an isolated device for long.
More than one branch, more than one role
One dashboard for all branches, and each employee works within their role. You decide what each role sees, and a driver sees only their own orders.
Frequently asked questions
Can I create a role with permissions I choose?
Yes. Roles are custom, and you pick each role's permissions.
What happens if a cashier without permission wants to give a discount?
They need the manager's PIN. The same goes for voids and refunds.
Can I give a supervisor more permissions than a cashier?
Yes. Roles are custom, so you set each role's permissions, for example a supervisor who handles discounts and voids alone while a cashier needs the manager's PIN.
When does the cash drawer open?
Only with a sale or a refund.
Can I tell who made a particular action?
Yes. Every action is logged with the user's name and time, and invoices can't be deleted.
What do I do if a device is lost?
You wipe its data remotely, and the replacement device gets back every record that reached the server.
Related pages
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