User roles & how to add users

Users are the people who can sign in to your workspace — at the dashboard, the till, or the grocery counter. A role decides what each person can see and do, and the branch narrows where they work. This guide walks through adding users, choosing roles, and managing access safely.

What is a role?

• A role is a bundle of permissions — one choice in the invite drawer decides what the person can see across the whole workspace.
• Owner sees and controls everything: users, roles, payment settings, billing, and branches.
• Managers run the day-to-day shop: catalog, stock, suppliers, supplies, and reports.
• Cashiers sell at the till. Branch-locked roles (cashier, stock manager, grocery clerk) can only work in their assigned branch.
• Stock managers handle stock levels, supplies, and stock takes — with optional toggles in Business → Operations.
• Grocery clerks get a kiosk-friendly counter and only the departments you assign to them.

Step 1 — Invite a user

1. Step 01Open Users in the dashboard and tap Invite user.
2. Step 02Enter the full name and a unique work email.
3. Step 03Pick the Role — owner, manager, cashier, stock manager, grocery clerk, and more.
4. Step 04Pick the Branch, or leave it blank for someone who works everywhere (owners and managers usually).
5. Step 05Choose the sign-in method: Email invite sends them a secure link to set their own password, or PIN creates a 4–6 digit till code for cashier-style access.
6. Step 06Tap Create user. Email-invited people show as Invited until they finish setup; PIN users are active right away.

Step 2 — Manage the directory

The Users page is a live directory. Every row shows the person, their role, departments, branch, status, and the actions you can take — all without opening a separate page.

• Filter by status (active, invited, suspended, locked), role, or branch to find anyone fast.
• Edit a name, change a role, or move someone to another branch with the pencil icons on the row.
• Grocery clerks show a Departments column — assign the sections they are allowed to see.
• Actions cover credentials and access: set a password, set or view a PIN, sign the person out of every device, or deactivate them.

Deactivate vs sign out — what is the difference?

• Sign out of all devices revokes every live session but keeps their password and PIN working — they can sign straight back in. Use it when a phone or till was left unattended.
• Deactivate is the strong move: the person loses access on every device until someone re-invites them. Use it when someone leaves or their access is being reviewed.

PIN login for the till

1. Step 01Make sure the user has a branch assigned (PIN login is branch-scoped).
2. Step 02Set a 4–6 digit PIN — either when inviting, or later from the row actions (the # icon).
3. Step 03Cashiers unlock a shared till with their PIN instead of typing a long password.
4. Step 04Forgot a PIN? An admin can view it from the row (👁 icon) or set a new one.

Departments for grocery clerks

Grocery clerks only see the departments you assign. Until an admin assigns at least one department, the clerk’s counter shows no items — assign departments right after creating the account, or when changing their role.

Security checklist

• One login per person — never pass around shared credentials.
• Assign the least privilege that works: cashiers sell, managers run, owners own.
• Deactivate leavers the same day, and sign out devices that were left behind.
• Keep PINs private; don’t write them on the till.
• Review the directory monthly — role drift creeps in as the shop grows.