Retail POS allows you to create user accounts for your staff members, assign different types of user roles, and fine-tune user permissions to keep your business more secure.

Understanding users and user roles

In Retail POS, users are the individual accounts associated with your staff members. Each user account has an assigned user role that determines the employee's permissions for tasks:

• Account owner
• Admins
• Managers
• Cashiers
• Custom user roles

Users with the same role will have the same permissions.

Account owner

• One Account owner role per account, linked to the login credentials used when initially signing up for Retail POS.
• Highest level of access, can update billing and subscription details or plans, export critical data, edit or transfer the Account owner role to another user, and cancel the account.
• Can grant limited administrative rights to other users, including Admins.

Admin

• Full access to view and change settings in all stores in the Retail POS account.
• Can create new employee user accounts.
• Used for store owners or the head office account.

Manager

• Has access to their assigned store's reporting.
• Can add or edit products.
• Can create new employee user accounts (Cashiers and Managers).
• Includes all the same permissions as the Cashier user role.
• Used for management staff.

Cashier

• Can process sales, transfer stock, and close registers.
• Restricted from management functions like reporting and adding or editing products.
• Used for non-management sales staff.

Custom user roles

• Inherits the default accesses of a Manager or Cashier role.
• Available on Plus plans and legacy Enterprise plans.

By default, accounts subscribed to legacy plans and Basic and Core plans will only have access to the Cashier, Manager, and Admin user roles. You can review your current plan or change your plan in Retail POS.

Creating a new user

By default, only Manager and Admin users can create or manage users. Once logged in, all users can edit their own profile and security information.

1. Navigate to Setup > Users.

2. Click Add user.

   

3. Enter the new user's details:
   1. Username: The name that will be used to log into Retail POS.
   2. Display name: The name that will appear on customer receipts, on reports, and elsewhere in Retail POS.
   3. Email address: The user's email address for verification purposes.
   4. Profile picture (optional): The profile image that will appear on login pages and the user's profile.
   5. Outlets: Select the outlet you want the user to have access to. If you'd like the user to access all outlets, choose Select all outlets.
   6. Role: This setting dictates which permissions the user will have.
   7. Security and ID: Create a unique password for the user, which they'll enter when logging into your Retail POS store. The user can change their own password later by navigating to Setup > Users once they're logged in.
4. Click Save.

You can add an extra layer of security for Admin users by enabling multi-factor authentication. It's mandatory for all Australian Retail POS accounts integrated with Xero to use multi-factor authentication for Admin users, including the Account owner, to comply with Xero's global security standards. New Admin users will be prompted to set up multi-factor authentication when logging in, and they won't be able to access the Retail POS store until this is completed.

Adjusting user role permissions

User permissions can be edited for the Cashier and Manager roles (and custom user roles, if applicable). The Admin user role has fixed permissions that can't be edited.

1. Navigate to Setup > Users.

2. Click the Roles tab.

   

3. Click on Cashier or Manager to view each role's enabled permissions.

Once you've clicked the role you want to view, you can adjust the following permissions:

Product costs

The Show product costs permission allows Cashiers or Managers to view and calculate product costs and markups on the Sell screen, in the product catalog, in reports, and on the Stock control page (Inventory > Stock control). This is enabled by default for Managers.

Labels

By default, Cashiers and Managers are allowed to print product labels. You can remove this permission by unchecking Print labels. Additionally, you can change permissions for creating and editing label templates.

Discounts

Discount permissions allow users to apply discounts to line items or entire sales. You can also set discount limits to control how much discounting different roles can do. By default, discount permissions are turned on with maximum discounts set to 100% for Managers and Cashiers. Admin users can change these permissions as needed.

Sell

This section allows you to customize permissions for sale-related activities, such as creating On account or layaway sales, breaking down product cases during sales, parking sales, manually issuing store credit, processing returns and exchanges, managing quick keys, editing or voiding sales, and performing register and cash operations. By default, all of these options are enabled for Managers.

Issue manual store credit, Void sales on sales ledger and sales history, and Edit sales on sales ledger and sales history are turned off by default for Cashiers.

Sell permissions can be deactivated entirely for non-sales roles within your organization. If you uncheck Create or continue sales, all sell permissions will be turned off, and the affected user role will no longer have access to the Sell screen or eCom (if applicable). They'll still have access to view the sales history by default, which can be blocked by unchecking View sales history of assigned outlets.

Customers

By default, Cashiers only have permission to add new customers in Retail POS. They aren't allowed to remove customers or add them to customer groups. Managers have full permissions for editing and removing customers.

This section allows you to choose whether Cashiers and Managers can export customer lists as CSV files or add and edit customer On account limits. You can also enable the Merge customers permission for Managers.

If a permission under Other permissions is grayed out, that means it isn't customizable. This allows you to quickly check whether a permission is or isn't available for each user role.

Saved payment methods

Admin users are allowed to add, edit, and use customers' saved payment methods by default. This permission can optionally be enabled for Cashiers and Managers.

Products

This section allows you to choose whether Cashiers and Managers can create, edit, or delete products. You can also customize permissions for manually adjusting inventory, performing inventory counts, completing stock orders and returns, transferring stock, and creating promotions or price books.

By default, all product-related permissions are enabled for Managers. Perform inventory counts, Perform supplier stock orders and returns, and Perform a stock transfer are enabled by default for Cashiers.

Reporting

This section allows you to customize which reports your users can access. You can grant users viewing permissions for reports on their own sales, all sales made at assigned outlets, register closures, or inventory.

• View sales reports: Unchecking this removes the user's access to the sales report. The sales target and sales will no longer be available on the Home dashboard.
• View inventory reports: Unchecking this removes the user's access to the Inventory report. The user can still access other reports.
• View register closures and cash movement reports: Unchecking this removes the user’s access to summaries of register openings or closures from previous days. They’ll still be able to open and close their register and view the summary for that specific opening or closure. This gives you more control over the data shared with your sales staff.
• View Lightspeed Payments reports: Unchecking this removes the user's access to LS Payments reports.
  • Managers can view these reports only for their assigned outlets if granted permission.
  • Cashiers can’t be granted access to these reports.

Setup

All setup permissions are locked for Cashiers and can't be enabled. Admins can enable permissions for Managers to add and edit Cashiers or Managers.

You can also restrict user log in access to prevent remote employee access to your Retail POS store.

iOS

Permissions to troubleshoot scanners, printers, Lightspeed Display, Lightspeed Payments terminals, and non-Lightspeed Payments terminals are enabled by default for Admins and Managers. Cashiers can optionally have some troubleshooting abilities enabled.

Creating custom user roles

Only Admins on available plans can create and modify custom user roles.

1. Navigate to Setup > Users > Roles.

2. Click Add role.

   

3. Enter a name for the new user role.

4. Choose whether you'd like the new user role to have Cashier or Manager default permissions.

   

5. Customize the permissions for the new role.
6. Click Save.

What's next?