ShopkeeperPOS

Team & Roles

Give each person their own profile, role and PIN, so every sale is recorded under the right name and people only see what their job needs.

Where to find it
SettingsStaff Management
Who can use it
Only the owner can add staff. Team members are on the Basic plan and above.

Add a team member

The Staff Management screen
Staff Management.
  1. Open Settings, then Staff Management.
  2. Choose Add Member.
  3. Fill in their name, username, phone number and role, and tick the branches they work in.
  4. Set their 4-digit PIN and save.

Important

The PIN box comes filled in with a starting PIN. Change it for each person, and don't reuse one PIN across the team. A PIN is what ties a sale to the person who made it.

Roles

The Roles & Permissions screen
Roles & Permissions.

The app comes with seven roles:

  • Owner: everything, including the subscription, staff and branches.
  • Admin: runs the business day to day. Can't change the subscription, and in the desktop app can't add staff or branches.
  • Manager: products, stock, customers and sales. Approves stock takes and transfers. Can't delete records or manage staff.
  • Staff: sells, makes quotes, adds customers, receives deliveries and counts stock. Doesn't see reports or business settings.
  • Sales Representative: customers, quotes and sales.
  • Financial Manager and Accountant: invoices, expenses and reports.
Staff without permission for a section don't see it in the menu. If someone says a menu item is missing, check their role first.

Make your own role

  1. Open Settings, then Roles & Permissions.
  2. Choose Create Role.
  3. Name the role and tick the permissions it should have.
  4. Save, then give the role to a team member.

Who sees cost and profit

Profit & loss, Cash flow, Expenses, Stock valuation and Shrinkage reports need a role that can see cost and profit: Owner, Admin, Manager, Financial Manager or Accountant.

Sharing one computer

Several people can use the same till without signing out of the business.

  1. Click your picture at the top right and choose Switch Member.
  2. Pick your own profile.
  3. Enter your 4-digit PIN.

From then on, sales are recorded under your name and your role decides what you can do.

Tip

To make the app ask who is using it every time it opens, turn on Enable Member PIN Login in Settings → Branch preferences.

How staff sign in

On the sign-in screen, staff choose Staff under Who's signing in? and enter the staff email the owner gave them and their 4-digit PIN. The owner signs in with Owner, using an email and password. See Installation & Signing In.

Related

Still stuck? Contact support.