User roles / permissions reference

Modified on Wed, 13 Jul, 2022 at 9:54 AM

Overview

To view or create new roles go to the back office > Admin > Manage Employee Roles. You can create as many roles as you'd like and once created these roles must be attached to users. We strongly recommend that you create a test user and assign the new role or permissions to that user before attaching to a real employee and test it to ensure it has the desired outcome.

Procedure

TIP*** While the list of commands that the user has access to is long and somewhat generic remember that even if a user has "permission" to do something that doesn't necessarily mean they can execute that function, especially at the POS. A good example is cashiers giving manual discounts - "if I give the cashier the ability to change prices how do I stop them from overusing the functionality??". Remember that in order for a cashier to do something they need to execute those functions from a button or a barcode with those commands embedded in them. If you don't create a button for 50% off then they won't be able to do that.

On that basis you may do things like allow a cashier to change prices but, the task pads give you the ability to choose which user roles can access a specific button. You may have a button for 10%, 20% and 50% off but maybe only managers have access to that button. Please keep this in mind when thinking about your POS security.

When you're looking at user roles you can see there are A LOT of permission options that you can choose from in order to limit what individuals can and cannot do in the system. This document aims to explain what some of the permissions do. Permissions not listed below are either self-explanatory or are technical functions of the system. If they are a technical function of the system you can create a button at the POS using the command. To view information on how you can learn more about the POS commands see this article:HERE

If you do not see one of these functions in your list it is due to not having that module enabled on your system. If you're interested in that functionality please reach out to [email protected]

Here are a list of other permission options and what they do for reference:

Access Shift Totals: End of day / Opening and closing amounts.

Adjust time Clock Entries: these options allow you to view your data and other employee time clock data. "CanPromptPunchIn" determines if the system will prompt a user upon login at the POS if they want to punch the time clock if they are not already punched in.

Age Verification Management: this allows you to configure what product groups require age verification or other settings around this functionality.

Attributes Management: Allows you to modify the attribute groups themselves from the back office. This does NOT manage your ability to modify attribute data on individual product records.

Back Office Usage: This determines if you can log into the web-based back office or not.

Bundles Management: Determines if you are able to create or modify existing bundles in the system.

Configuration Management: Determines if you are able to modify the configuration settings (entity settings) in the back office. These control some of the fundamental settings of the system.

Coupon Definitions Management: Determines if a user is allowed to create or manage existing coupons. Does NOT control if the user can or cannot redeem coupons at the POS.

Custom Discounts Management: Custom discounts are discounts that you create that must be attached and activated by way of connecting them to a POS button or through a barcode scan.

Customer Display Schedules Management: Customer display schedules are the content that appears on the customer facing display - you can create content that rotates through the displaly.

Customers Management: This determines if the user is able to create or update customer records from the back office and POS.

Doc Rendering Management: This determines if the user can modify document templates which are typically used for receipt printing.

Employees Management: Determines if the user can create or update employee records.

Gift Card Batches Management: Determines if the user can generate new batches of gift card numbers which are typically sent to a printer to be embedded in physical cards.

Gift Card Settlements Management: Determines if the user can generate specialized reporting that helps settle gift card balances across multiple stores. This is typically used in franchise situations where a card is bought at one location and used at another which creates a situation where one store owes another store money.

Gift Cards Management: The ability to manage singular gift cards in the back office (deactivate, etc).

Global Entity Settings Management: Determines if you are able to modify the configuration settings (entity settings) in the back office. These control some of the fundamental settings of the system.

Import Tools: Enable or disable each of the import tools.

Integration Process Management: Integration processes are synchronization processes that blend the Cloud Retailer system to 3rd party software systems like accounting, e-commerce, etc.

Integration Schedule Management: Allows for schedules to be created to determine when data will be synchronized between systems.

Inventory And Sales: The ability to ring up sales at the POS

Inventory Count Management: Inventory counts are where staff go around and count inventory. The users counting inventory only need the ability to "JOIN" an existing count. Usually, a manager is the one responsible for creating the inventory count to prevent people from including/excluding the right/wrong products from the inventory count.

Inventory Purchase Documents Management: Inventory purchase documents are the templates used to print from when creating purchase orders. These can be customized.

Inventory Purchase Order Management: Controls the ability to create and modify purchase orders. The "StatusMgmt" permission controls if a user is allowed to modify if a purchase order is marked as received or not.

Inventory Settings Management: Inventory settings can be found inside each locations settings and determine the max number of products or costs allowed on a PO. These are settings to reduce the likelihood of an error.

Inventory Store Transfer Management: The ability to create inner store inventory transfers.

Label Templates Management: This permission determines if the user can modify the templates for label printing. _The "Print" option determines if the user can print labels from the back office or POS.

List Management: Lists can be used to control certain aspects of the system, for example, which fields may be required on a customer's record (first name / last name, etc).

Locations Management: This determines if a user can create or modify store locations (physical, virtual, or warehouse).

Option Sets Management: Options are used with our "activities park/online ticketing" application as it relates to ticket options.

Order Type Management: Orders are holding pens for transactions. Hold, work order, layaway, special orders are common names our customers give to orders. This determines if a user can create and configure new order types in the system.

Payment Methods Management: Payments are how your customers pay you at the POS.

Place Holder Text Management: Placeholder text is a generic location for string data used for a variety of things that are system operation related. An example is that parts of the POS display are configurable through the placeholder text.

Point Of Sale - this is a group of base settings at the POS. CanAccessPos CanCancelTransaction CanExitPos CanPerformClosingFunctions CanPerformDiscounts CanPerformReturns - this means, to use "return mode" where everything you scan / add to the POS comes up with a negative quantity. CanPerformVoids - void is different than return, it removes a transaction from the system (but a paper trail remains). CanRemoveLineItems - most users do NOT allow users to completely remove line items (no paper trail) and instead have the void line function reduce the quantity at the POS to 0 so that a proper paper trail remains. IsPosSuperUser - This means they can do anything at the POS.

Pos Client Management: This gives the user access to download the latest version of the POS software from the "Admin" menu in the back office.

Pos Commands Usage: This is a grouping off all the POS commands as referenced at the beginning of this article.

Product Categories Management: Product categories are the department, category, subcategory groups associated with products. This setting does NOT have any bearing on a user's ability to set these values on a products record.

Product Change Worksheets Management: Worksheets allow you to schedule price changes for stores or groups of stores in the future. _The "Print" option determines if you can print labels for these changes in advance of the changes taking effect.

Product Sizes Management: Allows for creation of new sizes. Does NOT determine if a user will have the ability to define the size associated with a specific product.

Products Discounts Management: Product discounts are the same as coupons or custom discounts but they are automatically applied at the POS assuming the correct qualifications are met. This determines if the user can create or edit them.

Products Management: This is the ability for a user to modify a product's data elements (price, description, etc).

Query Management: Queries are used by the system to create groups of things (typically products) so that they can be used to filter inside other elements of the system. A discount may use a query to determine which products the discount should apply to for example.

Register Shift Reconciliation Management: When you close your shift at the POS you can enter your closing amounts into the system to reconcile funds. You can also access shift data from the back office without the POS. Add means to be able to edit shift amounts. _Edit means that you can finalize/mark the shift as reconciled. DisplayShiftAmount means that the user can see how much the totals should be or not (if disabled this is often referred to as "blind closing" as the cashier does not know how much money should be in the till.

Registers Management: This is where you can manage the POS stations and configure their individual behavior.

Rent Registration Management: This is the configuration for the product group that requires rental registration.

Report Configurations Management: This determines if you can enter the configuration function of the reports and modify the way a report acts. IF the option "Lock From System Setup Changes" is not enabled then as Cloud Retailer updates to a report will be overwritten, regardless of changes a user may have made.

Report Management: The ability to view and memorize reports.

Report Summary Data Management: You can manually create a report summary or create one from a report you're viewing. A report summary is a summarized version of the report that can be used to generate automated email reports or API data end points.

Roles Management: Roles are groups of user permissions.

Sales Tax Jurisdictions Management: A tax jurisdiction is a singular specific tax.

Sales Taxes Management: A sales tax is one or more tax jurisdictions combined together to create a tax that is then applied to a product.

Sales Transaction Receipts: This is the ability to view past sales transactions FROM the back office. The ability to view receipts at the POS is managed independently.

Supplier Documents Management: Supplier documents are typically electric invoices that can be imported into Cloud Retailer from a suppliers computer system.

Supplier Management: Suppliers are people you buy product from and are then attached to products and purchase orders.

Supplier Product Management: Supplier product is the ability to assign a product to a supplier as well as the information associated with this like reorder number, lead time, etc.

CloudRetailer.Plugins.LoyaltyIntegration.Pos.AdjustLoyaltyMembership - It allows users to adjust Loyalty points on adjust memberships form on POS system. This can only be disabled if the user role Point Of Sale => IsPosSuperUser = false

Here is a video showing user roles in Cloud Retailer: