USERS RULES AND PERMISSIONS- CASHIER ,MANAGER ,ADMIN ,OWNER
USER ROLES AND PERMISSIONS — CASHIER, MANAGER, ADMIN, OWNER.
One of the most important security features in any POS system is also one of the most underbuilt.
User roles and permissions.
Most small business POS systems give everyone the same access. The cashier can do what the manager can do. The manager can do what the owner can do. No separation. No control. No accountability.
That is how theft happens quietly and goes undetected for months.
Why user roles exist
Different people in your business need access to different things.
A cashier needs to process sales. They do not need to see your profit margins.
A manager needs to approve discounts and view reports. They do not need to change product prices.
The owner needs to see everything. From anywhere. At any time.
When every user has the same access there is no accountability. When something goes wrong you cannot trace who did it or when.
The four standard roles
Cashier
✅ Process sales
✅ Accept payments
✅ Print receipts
✅ Apply pre-approved discounts only
❌ Cannot void completed transactions
❌ Cannot view financial reports
❌ Cannot adjust stock quantities
Supervisor
✅ Everything the cashier can do
✅ Approve and apply discounts beyond cashier limit
✅ Void transactions with reason recorded
✅ Process refunds and returns
❌ Cannot change product prices or costs
Manager
✅ Everything the supervisor can do
✅ Add, edit, and manage products
✅ Receive stock and manage inventory
✅ View full sales and inventory reports
❌ Cannot manage user accounts and roles
Owner
✅ Full access to everything
✅ Real time dashboard from anywhere
✅ Create, edit, and deactivate user accounts
✅ Access all financial data including cost and margins
✅ View audit logs and user activity
The audit trail
Every action in the POS must be logged.
✅ Which user processed which sale
✅ Which user applied which discount and when
✅ Which user voided which transaction and the reason given
✅ Which user adjusted stock and what they changed
This audit trail is your protection. When something goes wrong you can find out exactly what happened, who did it, and when.
Common permission failures that cost businesses
❌ Cashier able to void their own transactions — biggest theft enabler
❌ No discount limits — staff give friends excessive discounts
❌ Shared login — nobody is individually accountable
❌ No session timeout — devices stay logged in after shift ends
Can your cashier void their own completed transactions?
If yes — you have a theft vulnerability that may already be costing you.
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