CloudPOS Documentation

# Users & Permissions

Manage your staff users, assign roles, and control what each user can access.

# What You Can Do Here

  • Add new staff users
  • Edit user information
  • Assign roles to users
  • Manage user permissions
  • Activate/deactivate users
  • View user activity

# Understanding Roles

# Available Roles

CloudPOS includes these roles:

  • Administrator: Full access to all features
  • Manager: Can manage sales, products, customers, reports
  • Cashier: Can process sales, view products
  • Staff: Basic access, limited features

# Role Permissions

Each role has different permissions:

  • View: Can see information
  • Manage: Can create, edit, delete
  • Restricted: Cannot access certain features

# Viewing Users

# Access Users Page

  1. Click Settings in the sidebar
  2. Click Users (or go to Users directly if in sidebar)
  3. Users list page opens

(Screenshot: Users list)

# User List Information

Each user shows:

  • Name: User's full name
  • Email: Login email
  • Role: Assigned role
  • Status: Active or Inactive
  • Last Login: When user last logged in

# Adding a User

# Step 1: Open User Form

  1. On Users page, click "Add User" or "New User" button
  2. User form opens

# Step 2: Fill User Information

  1. First Name (required): User's first name
  2. Last Name (required): User's last name
  3. Email (required): Login email address
  4. Phone (optional): Phone number
  5. Password (required): Initial password (user should change after first login)

# Step 3: Assign Role

  1. Click Role dropdown
  2. Select appropriate role:
    • Administrator: For store owners/managers
    • Manager: For supervisors
    • Cashier: For sales staff
    • Staff: For basic access
  3. Role determines what user can access

# Step 4: Assign Branches (If Multi-Branch)

  1. Look for "Branches" or "Assign Branches" section
  2. Select branches user can access
  3. User will only see data from assigned branches

# Step 5: Assign Registers (If Multi-Register)

  1. Look for "Registers" or "Assign Registers" section
  2. Select registers user can use
  3. User can only open assigned registers

# Step 6: Set Status

  1. Active: User can login and use system
  2. Inactive: User cannot login (temporarily disabled)

# Step 7: Save User

  1. Review all information
  2. Click "Save" or "Create User"
  3. User is created and can login

# Editing a User

# Modify User

  1. Go to Users page
  2. Click on a user or click "Edit" button
  3. Make changes:
    • Update name, email, phone
    • Change role
    • Assign/unassign branches/registers
    • Activate/deactivate
  4. Click "Save Changes"

# Change User Password

  1. Go to Users → Click on user
  2. Look for "Change Password" or "Reset Password" option
  3. Enter new password
  4. Click "Save"
  5. User must use new password on next login

# Managing Roles

# View Roles

  1. Go to Settings → Roles
  2. See list of all roles
  3. View permissions for each role

# Create Custom Role (If Available)

  1. Go to Settings → Roles
  2. Click "Add Role" or "New Role"
  3. Enter role name (e.g., "Senior Cashier")
  4. Select permissions:
    • Check boxes for allowed actions
    • Uncheck for restricted actions
  5. Click "Save"

# Edit Role Permissions

  1. Go to Settings → Roles
  2. Click on a role
  3. Modify permissions by checking/unchecking boxes
  4. Click "Save Changes"

Note: Changes affect all users with that role.

# Best Practice Roles

# Store Owner/Administrator

  • Role: Administrator
  • Permissions: Full access
  • Use for: Business owners, main managers

# Store Manager

  • Role: Manager
  • Permissions: Manage sales, products, customers, view reports
  • Use for: Day-to-day managers, supervisors

# Cashier

  • Role: Cashier
  • Permissions: Process sales, view products, open/close register
  • Use for: Sales staff, checkout operators

# Staff

  • Role: Staff
  • Permissions: Basic viewing, limited actions
  • Use for: Part-time staff, trainees

# User Activity

# View User Activity (If Available)

  1. Go to Users → Click on user
  2. Look for "Activity" or "Logs" tab
  3. See:
    • Login history
    • Actions performed
    • Sales processed
    • Last activity

# Tips & Common Mistakes

# ✅ Do's

  • Assign appropriate roles - Don't give too much access
  • Use strong passwords - Require users to set strong passwords
  • Deactivate unused accounts - Don't delete, deactivate instead
  • Review permissions regularly - Ensure users have correct access
  • Assign branches/registers - Limit access to relevant locations

# ❌ Don'ts

  • Don't give everyone Administrator role - Security risk
  • Don't share user accounts - Each person should have own account
  • Don't skip role assignment - Users need roles to access system
  • Don't forget to deactivate - When staff leaves, deactivate account
  • Don't use weak passwords - Enforce strong password policy

# How to Confirm It Worked

# Verify User Created

  1. ✅ User appears in list: Go to Users, see new user
  2. ✅ User can login: User can access system with credentials
  3. ✅ Role assigned: User has correct role and permissions
  4. ✅ Branches/registers assigned: User can access assigned locations

# Verify Permissions

  1. Login as user: Test with user's credentials
  2. Check access: Verify user can/cannot access features based on role
  3. Test actions: Try creating, editing, deleting based on permissions

# Troubleshooting

# User Can't Login

Issue: User created but can't login

Solutions:

  1. Check status: Ensure user is "Active"
  2. Verify credentials: Check email and password are correct
  3. Check email verification: Some systems require email verification
  4. Reset password: Use "Reset Password" function

# User Has Wrong Permissions

Issue: User can/can't access features they shouldn't/should

Solutions:

  1. Check role: Verify correct role is assigned
  2. Review role permissions: Check what permissions role has
  3. Change role: Assign different role if needed
  4. Create custom role: Create role with specific permissions

# User Can't See Branch/Register

Issue: User can't select branch or register

Solutions:

  1. Check assignments: Verify branches/registers are assigned to user
  2. Assign locations: Go to user, assign branches/registers
  3. Check permissions: User may need "View Branches" permission
  4. Contact administrator: If assignments are correct but still not working

Next: Learn about Settings or check FAQ & Troubleshooting.

← Settings →