How to Manage Access Rights of Employees

The owner can give employees different access rights to the POS app and the Back Office. To do this, you can set up the users’ roles by assigning them to a certain group.

Enter the Back Office and open the 'Access rights' section in the Employee menu.

 'Access rights' section in the Employee menu

You can see the user groups with their roles. By default, there are four user groups with preset roles: Owner, Administrator, Manager, and Cashier. You can create a new group by clicking on the ‘Add group’ button.

the list of user groups


The owner has all the possible rights, which cannot be changed. All other groups can be edited.

You can assign a role to the employee during creation or change the role of existing employees.

There are two blocks of access rights: POS and Back office.

POS access rights

You can create a new group by clicking the ‘+ Add group’. The right to access POS is turned on by default and the right to access the Back office is disabled.

POS access rights


Fill in the Name field of a new role. Note that there cannot be two access groups with the same role name.
You can assign the access rights to the group using the checkbox.

View all receipts
When this option is disabled, the employee can only view the 5 most recent receipts. You can use this access restriction to forbid your employees to see and make refunds for older receipts. See details in Receipts List in the POS.

Apply discounts with restricted access
When this option is disabled, the employee does not have the right to use the restricted discounts. See details in How to Create and Configure Discounts.

Change taxes in a sale
When this option is disabled, the employee cannot not change taxes, applied to the items during sale.

Carry out purchasing returns
When this option is disabled, the employee cannot make refunds. Such an employee would not have the ‘Refund’ button in the edit receipt window in the Receipts section of the POS. See detail in How to Issue a Refund on Loyverse POS

Manage all open tickets
If enabled, the employee can view and edit open tickets created by other employees.

Void saved items in open tickets
Deselect if you want to forbid your employees from deleting saved open tickets or deleting items from them. See details in Open tickets

View expected amount of cash
You can select whether the employee can see the expected amount of cash or not, during and when closing shift. See details in Shift Management in Loyverse POS

Open cash drawer without making a sale
If enabled, the employee will have the ‘Open cash drawer’ button in the menu at the Sale screen of POS. See details in How to Connect a Cash Drawer

Edit items
If enabled, the employee can add and edit items and categories in the POS. See details in How to Add Items in the Loyverse Back Office

Change settings: connect printers
Employees with this right can access the Settings at the POS, where it is possible to connect printers, CDS, and KDS.

Access to live chat support
Employees with this right can access the chat support.

When an employee tries to access a function on the POS that they do not have the access to, the PIN-panel will be opened with the request to enter the PIN. After entering the PIN code of an employee who has access to the function, a one-time access is granted to the employee who does not have access to the function.

Back Office access rights

If you want to give the user group an access to the Back Office, switch on the Back Office in the form. After that, you will see the list of access rights to the Back Office.

Back Office access rights


The first 4 access rights (Reports, Items, Employees, Customers) opens access to the corresponding sections of the Back Office.

There is a separate block of access rights for the Settings section.

Edit profile
Gives employees the right to access the Profile section in Settings

Manage billing
Gives employees the right to access the Billing section

Set the payment types
Gives employees the right to access the Payment types section

Change settings of loyalty program
Gives employees the right to access the Loyalty section in Settings

Set the taxes
Gives employees the right to access the Taxes section in Settings

Set the kitchen printers
Gives employees the right to access the Kitchen printers section in Settings

Manage dining options
Gives employees the right to access the Dining options section in Settings

Manage POS devices
Gives employees the right to access the POS devices section in Settings.
This permission also allows them to sign into POS using email and password. See details in How to Give Employees Access to Login into Loyverse POS through E-mail

Support
Access to live chat support

 

See also:

How to Add an Employee in Loyverse POS