Back Office: User Role Management

Back Office: User Role Management

  1. Sign into the Back Office and select a Store.

  2. On the left-side Navigation Panel, click User Management then select Roles.


  3. On the Roles page, click + New Role at the top-right. The New Role pane appears.
    1. You can update a Role by clicking the corresponding ••• then Edit under Actions.


  4. On the New / Update Role pane:
    1. Under General: enter the Name of the Role, select the Priority, then enter a Role ID.
      1. Name – (Mandatory) Maximum of 25 characters.
      2. Priority – (Mandatory) Any Priority numbers of existing Roles won’t appear as options.
      3. Role ID – (Optional) Numbers and letters are accepted, with maximum of 25 characters.


    2. Select the Role’s permissions: click each section and select the boxes you want enabled for the Role to have that access (some boxes will automatically be checked). Select Select All to check all boxes within the dropdown section.

      1. Back Office

        1. MENU CONFIGURATION – Access to Menu configuration in POS
        2. GRATUITY - Permission to access Gratuity configuration in BO
        3. GIFT CARD - Permission to access Gift Cards and Reimbursement for the customers
        4. PRINTER SETTINGS - Permission to view Printer settings
        5. TAX SETTINGS - Permission to access Tax settings for products and items in BO
        6. STORE SETTINGS - Permission to access Changes from Store settings
        7. STORE INFO - Permission to access Store info and details of the store
        8. REPORT - Permission to access Reports from BO
        9. DISCOUNT SETTINGS - Permission to access Discount settings configuration for Menu Items
        10. INVENTORY SETTINGS - Permission to access Inventory settings and management
        11. CUSTOMER - Permission access to Customer details in BO
        12. USER MANAGEMENT - Access to User Management details (Create Roles / Users / Tip Adjustment / Forced Punch In/Out)
        13. DISABLE BACK OFFICE LOGIN – Disabling access to BO login.
        14. BATCH - Permission to Batch payment settings
        15. LOYALTY POINT ADJUSTMENT - Permission to Loyalty Points adjustment for the customer
        16. SHOW INVENTORY COUNT IN ADJUSTMENT - Permission to inventory adjustments made for the customer
        17. ROS CARD - Permission to the ROS Card tip (Store level add-on)


      2. POS

        1. CREATE ORDER – Permission to create an order from POS
        2. VOID ITEM – Permission to void a sale
        3. DELETE UNORDERED ITEM (auto-selected) - Permission to void an Item or Check that has not yet been sent to the kitchen
        4. CC PAYMENT – Permission to process Credit Card payments
        5. GC PAYMENT – Permission to process Gift Card payments
        6. HA PAYMENT – Permission to process House Account payments
        7. PAY CASH – Permission to pay cash to complete a sale
        8. TAX EXEMPT – Permission to process a tax exemption for an item when completing a sale
        9. OPEN ITEM – Permission to create an Open Item in POS for products not pre-programmed in the Back Office (BO)
        10. EMPLOYEE DISCOUNT – Permission to give an Employee Discount for a sale
        11. GIFT CARD ISSUE – Permission to issue a Gift Card to a new customer
        12. DISCOUNT – Permission to apply a Discount made for a sale
        13. GRATUITY – Permission to apply a Gratuity for a sale access
        14. ITEM SERVICE CHARGE EXEMPT – Permission to exempt an Item Service Charge for a Menu Item
        15. OPEN CASH DRAWER – Permission to access the cash drawer
        16. RESENT TO KITCHEN – Permission to resend menu items to the kitchen
        17. OPEN ALL CHECKS – Permission to open all checks (Open, Active, Closed, Refund)
        18. IS DRIVER – Access to drivers (will be shown in Active Drivers section in POS)
        19. TRANSFER CHECK/TABLE – Permission to transfer Checks between Tables
        20. MERGE TABLE – Permission to merge tables
        21. SPLIT SEAT – Permission to split seats
        22. RESTRICT CHECK SUMMARY – Restricting access to the Check Summary
        23. KIOSK – Access to the Kiosk
        24. OTHER PAYMENT – Access to the Other Payment option
        25. ACCESS FOR PAYMENT APP – Access to the Payment app
        26. TRANSFER BETWEEN OWN CHECKS – Access to transfer between user’s own checks
        27. TRANSFER BETWEEN ALL USER'S CHECK – Access to transfer between all users’ checks
        28. VIEW ALL CHECKS – Access to view all checks
        29. ALLOW CHECK STATS PERMISSION – Access to view the Check Status screen
        30. LOG OFF AFTER EACH SALE – After every sale the system will be logged off
        31. MEMBERSHIP ACCESSIBILITY (auto-selected) – Access to customers’ Membership information
        32. ALLOW OPEN CHECKS IN ANOTHER POS AT THE SAME TIME – Permission to open the same Check in multiple POS systems simultaneously while being active on one POS
        33. VIEW OTHERS CHECK (auto-selected) – Access to view others’ checks
        34. RESTRICT OFFLINE MERGE AND TRANSFER AND SPLIT (auto-selected) – Access to restrict offline merge-and-transfer and split checks
        35. APPLY STORE CREDIT – Access to apply Store Credit (Call Center, WebPOS)
        36. REDEEM STORE CREDIT – Access to redeem store credit towards a sale
        37. APPROVE TIP VALIDATION – Access to validate and approve a Tip on a Check


      3. POS Operations

        1. OPEN TILL – Permission to open the till for cash handling
        2. HOLD TILL – Permission to hold the till without making any payment or transaction
        3. CLOSE OWN TILL – Permission to close their own till
        4. VIEW/CLOSE ALL TILL – Permission to view/close all till
        5. CASH DROP – Permission to drop Cash from the Cash Drawer
        6. PAY IN/OUT – Permission to Add or Remove Cash from the till
        7. OPEN CASH DRAWER – Permission to Open the Cash Drawer under Till Management
        8. PRINT CASH LOG – Permission to the Print Cash Log
        9. VOID CHECK – Permission to Void Checks
        10. RE-OPEN CHECK – Permission to Re-Open Checks from Payment access
        11. POS SETTINGS – Permission to configure POS settings
        12. CLOSE OWN CASH OUT – Permission to perform their own cashier cash-out
        13. CLOSE ALL CASH OUT – Permission to Cash Out for all Employees
        14. CLOSE THE DAY – Permission to Close the Day
        15. CLOSE BATCH – Permission to Close a Batch Payment
        16. HARDWARE SETTINGS – Permission to configure Hardware settings
        17. OPERATIONAL REPORTS – Permission to the Data and Details of Operational Reports
        18. REFUND – Permission to issue a Refund for a Check
        19. REPRINT CHECK – Permission to reprint a Check in POS
        20. RESTRICT REPORT ON ACTIVE CHECK – Will not have permission to see Active Checks on POS
        21. TIP ADJUSTMENT – Permission to Tip Adjustment
        22. TIP SHARING – Permission to Tip Share
        23. 86 LIST – Menu Item Quantity limitation will be set
        24. BLIND AUDIT – The Balance will not be shown
        25. SHOW REPORT AFTER BLIND AUDIT – Will not be able to view the report
        26. ADJUST TIME CLOCK – Permission to Adjust the Time Clock


      4. Report Access

        1. Select the checkbox of each option to have access to that Report.
          1. SALES, TRANSACTION REPORT, GIFT CARD REPORT, DISCOUNT REPORT, VOID REPORT, PAID IN/OUT, EMPLOYEE REPORT, HOUSE ACCOUNT REPORT, DRIVER REPORT, BATCH REPORT, REFUND REPORT, TILL REPORT, COMPARISON REPORT, CUSTOMER PREFERENCE REPORT, DAILY TENDER REPORT, TAX REPORT, MEMBERSHIP REPORT, ACCOUNT BALANCE REPORT, REVENUE CENTER REPORT, DAILY SUMMARY REPORT, AUDIT LOG REPORT


      5. Dash Board

          1. Select the checkbox of each option to have access to that Dashboard
            1. NET SALES – Permission to the Net Sales Dashboard
            2. TAX – Permission to the Tax generated from the sales
            3. TRANSACTION – Permission to the Transactions made from the store
            4. CUSTOMER INFO IN SALES DASHBOARD – Permission to the Customer info in the Sales
            5. DISCOUNT – Permission to the Discount dashboard
            6. REFUND – Permission to the Refund sales dashboard
            7. LABOR – Permission to the Labor dashboard
            8. COGS – Permission to the Cost Of Goods Sold (COGS) dashboard
            9. SPLH – Permission to the Sales Per Labor Hour (SPLH) dashboard
            10. TOTAL ENROLLMENT – Permission to the Total Enrollment of the employees dashboard
            11. REWARD POINTS – Permission to the Reward Points dashboard
            12. ACCUMULATION POINTS – Permission to the Accumulation points access dashboard
            13. OLD VS NEW CUSTOMERS – Permission to the Old vs New customers dashboard
            14. TOP FIVE CUSTOMERS – Permission to the Top Five Customers dashboard
            15. TOP FIVE RETURN CUSTOMERS – Permission to the Top 5 Return Customers dashboard
            16. FEEDBACK – Permission to the Feedback data dashboard
            17. CUSTOMER FEEDBACK – Permission to the Customer Feedback dashboard
            18. TOTAL SALES – Permission to the Total Sales dashboard data for the Store
            19. AVERAGE AMOUNT – Permission to the Average amount for the store dashboard
            20. AVERAGE TIME – Permission to the Average time of the employee dashboard data
            21. CHECK VS EMPLOYEE – Permission to the Checks made by the Employee in comparison to Employee dashboard
            22. LABOUR VS SALES – Permission to the Labor of the employee vs sales made by the Employee dashboard
            23. EMPLOYEE VS TIP – Permission to the Employee vs Tips generated by the Employee dashboard
            24. EMPLOYEE VS NETSALES – Permission to the Employee vs Net Sales of the Store data Dashboard
            25. RETENTION RATION – Permission to the Retention Ratio of the Customer dashboard
            26. OPEN TO CLOSE CHECK – Permission to the Open Check to Close Check dashboard
            27. ACTIVE CHECK – Permission to the Active Check dashboard data
            28. AVG CHECK – Permission to the Avg Check dashboard data
            29. AVG COVER – Permission to the Avg Cover dashboard
            30. GROSS SALES – Permission to the Gross Sales dashboard
            31. TOTAL VOLUME – Permission to the Total Volume dashboard
            32. NET VOLUME – Permission to the Net Volume
            33. AVAILABLE BALANCE – Permission to the Available Balance dashboard
            34. PENDING BALANCE – Permission to the Pending Balance for the Store


      6. Cash Drawer

        1. OPEN CASH DRAWER ON HITTING SET/CLOSE TILL – Permission to open the Cash Drawer upon closing the till
        2. CASH DRAWER FOR CASHIER OUT – Permission to open the Cash Drawer for cashing out the end of the Sale Amount
        3. CASH DRAWER RESTRICT PAYMENT – Cash Drawer permission will be revoked for the role. It prevents the user to close the sale or accept any form of payment.


      7. Center

        1. OPEN ITEM & OPEN CHECK DISCOUNT – Permission to Open Item and Open Check discounts for call
        2. APPLY STORE CREDIT – Permission to apply Store Credit (similar to Gift Cards) for the sale
        3. REDEEM STORE CREDIT – Permission to redeem Store Credit for the sale
        4. REFUND FOR ONLINE ORDERS – Permission to refund Online Order payments
        5. REFUND FOR IN-STORE ORDERS – Permission to refund for In-Store Orders (POS)


    3. When the Role’s permissions are set, click Save at the bottom-right of the pane or (Update if you’re Editing an existing Role). You are returned to the main Roles page.

  5. When saving a new Role, it will appear in the Roles table.

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