Staff and roles

Give each person in your team their own account. Their role decides what they can see and do, and their shops decide where they work. Everything here is in Settings.

#Add a staff member

1. Open Settings → Users.
2. Tap Add user.
3. Type their Name, Phone and Email.
4. Type a Password for them: 8 or more characters, with a letter and a number.
5. Choose a Department if you use them.
6. Choose a Role, for example Cashier or Manager.
7. Under Shops, tick the shops they work in. Or tick All shops, including future ones.
8. Tap Save.

Give the person their email and password yourself. They sign in at aiyaar.ltd/auth/login, and can change their password in My profile. See Sign-in and security.

#Staff see only their shops

A staff member only works in the shops you tick for them. The shop box at the top of the dashboard only lists their shops, and their sales and stock go to those shops. The owner always has full access to every shop.

#Change, pause or remove someone

On Settings → Users:

• Tap the pencil to change their details, role or shops.
• Set Status to Suspended to stop them signing in for a while. Set it back to Active later.
• Tap the key to reset their password. They are signed out on every device and sign in again with the new password.
• Tap the bin to delete them. They lose access at once. What they did stays in the history.

The Last sign-in column shows when each person last signed in.

#Roles

A role is a set of permissions. Your business starts with these roles:

To see what a role can do, open Settings → Roles and tap the role.

#Make your own role

1. Open Settings → Roles and tap Add role.
2. Type a Name and a Description.
3. Tick the permissions this role needs. They are in groups, such as Products, Inventory, Orders, Point of sale, Customers, Reports & accounts and Settings.
4. To start quickly, use Copy from role… to copy another role's permissions. Give all ticks everything and Clear unticks everything.
5. Tap Save.

Some useful permissions:

• See purchase (wholesale) prices: leave it off if staff should not see your buying prices and profit.
• Refunds and returns: who can take items back.
• Open and close the cash register: who can count the cash. See Cash registers.
• Cancel orders and Delete products: give these only to people you trust.

Changes to a role apply on the user's next action. You can only delete a role when no user has it.

#Departments

Departments group your staff into teams, such as Sales or Warehouse. They only organise people; what someone can do still comes from their role.

1. Open Settings → Departments and tap Add department.
2. Type a Name, for example "Warehouse", and a Description.
3. Tap Save, then pick the department on each user.

On Settings → Users you can filter the list by department. Removing a department does not remove its people.

#POS PIN

Each person can set their own POS PIN in My profile. With a PIN, they can lock the POS screen when they step away, and unlock it with the PIN. See Sign-in and security.

#Keep an eye on changes

Settings → Activity log shows who took payments, made returns and cancellations, closed registers, made purchases and changed the store, and when. See Sign-in and security.