Invite staff and set roles

Why should every staff member have their own login?

Because every sale, refund, discount and cash count is stamped with the person who did it. When the drawer is short or a “return” looks odd, you can see who rang it. Shared logins make that impossible.

Roles let you decide what each group can see and do, so a weekend associate can sell and look up stock without seeing your profit report.

Before you start

• Your locations and registers are set up (add locations and registers).
• A list of staff with their name and email address.
• A decision on who may give discounts, process refunds and see purchase prices.
• Sales commission rates, if you pay associates a percentage.

Step by step: create a role

Set up roles first, then add people to them.

1. Go to Users → Roles and choose Add.
2. Name the role, for example “Sales associate”.
3. Tick the permissions this role needs. Use the sample roles below as a starting point.
4. Under access locations, tick the shops this role works in, or choose all locations.
5. Save.

Sample roles for a boutique

Sales associate

• Sell at the register, view products and stock, add and view customers.
• Open and close their own register.
• No discounts above a small set limit, no refunds, no editing or deleting sales, no purchase prices, no reports.

Shift manager

• Everything a sales associate has.
• Process returns and exchanges, apply discounts, view the register report.
• View stock reports and create stock transfers.
• No changes to settings, no deleting users.

Stock keeper

• Add and edit products, print barcode labels, receive purchases, create transfers and stock adjustments.
• No selling, no reports on sales or profit.

The owner account keeps full access. Do not use it for everyday selling.

Step by step: add a user

1. Go to Users → Users and choose Add.
2. Enter the person’s name and email.
3. Set a username and password, or let them set the password from the email.
4. Choose their role.
5. Confirm the locations they can access. This overrides nothing in the role; it narrows it to specific shops.
6. If they earn commission, mark them as a sales commission agent and enter their percentage.
7. Save and share the login with them in person.

On their first shift, have them log in, open a register and ring a test sale while you watch.

How do I handle commission?

Mark the associate as a commission agent on their user profile and set a percentage. At the register, the associate who made the sale is selected on the sale. The sales commission report then shows totals per person for any date range, which makes month-end payouts simple.

What about seasonal and temporary staff?

During lawn season drops, Eid or the holiday rush you may add short-term help. Give them the sales associate role and only the location they work at. When the season ends, deactivate the user rather than deleting them, so their sales history stays intact. If you need the seat for someone new, ask us how deactivated users count on your plan.

Common problems

A staff member says they cannot see the register

Their role or user is missing the location, or the role lacks the permission to access the point of sale. Edit the role, tick the location and the sell permission, and ask them to log out and back in.

Permission changes are not showing

Users need to log out and log in again for role changes to take effect.

I hit my user limit

Deactivate staff who have left, ask us how that affects your seat count, or move to a plan with more users. Capsule includes 3, Collection 10, Flagship unlimited.

Associates are giving bigger discounts than allowed

Remove the discount permission from the role, and set a maximum discount percentage on each associate’s user profile. Then filter the sales report by user to see where discounts were applied. The how it works page shows where this fits in your first week.