In this article, you will learn about user types, roles and how to create a user and assign access.
Before you create new user accounts, it is important to understand the user types and roles.
User types
User
As a user in a company, you can be assigned a role. If your company has multiple stores, the user can get access to either one or multiple stores. The role assigned per store can vary.
For all employees working in the store, assign user type = User.
Company Admin
As a Company admin, you have full access to all resources in Portal for your company. This user type should be reserved for selected employees such as the owner of the company or the IT manager.
Backoffice roles
As a user, you can be assigned either a system role or a company defined role.
System role
A system role is a predefined role that is created by Front Systems and these can't be customized, changed or deleted.
A user can be given one role in one store and a different one in another. For example, a user can be Store Manager in one and Accounting in another.
This is the list of available system roles:
- Accounting
- Enterprise staff
- Enterprise Store Manager
- Floor Manager
- Shift Manager
- Staff
- Store manager
- Store manager limited
- Support
- Warehouse
You can find an overview of what access is given to each role by navigating to Admin followed by Roles. Click on the eye icon next to the role you want to look into.
Custom role
If none of the predefined system roles are suitable for your Company, you can create customized roles.
A customized role will only apply to your company and can be assigned in the same way as system roles, per store.
N.B.
To create your own customized roles, your company needs to have a Large or X-Large subscription. Please read more about this feature in this article.
Add user
Only Company Admins can create new users and invite them to use the system.
With a role-based access control, each user can handle tasks specific to their role. This provides visibility on any changes made by the user and ensures correctness.
We therefore recommend all employees having their own user account in Portal.
N.B.
Avoid sharing an account among users. Every account is intended for use by only one person.
To create a user account, do the following:
- Navigate to Admin and then select Users.
- Click New user.
- Add the employee's information and select user type.
- Click Save.
Add access to store(s)
After the user has been saved, you must select which store(s) the employee needs access to.
Do the following:
- Click the + symbol to select the relevant store and a backoffice role.
- If the user needs access to multiple stores, repeat the steps above.
- Click Save.
N.B.
User type = Company Admin will by default have full access to all stores in the company.Grant POS access to user
In order to process sales, the user needs to have access to the Front Systems POS.
Do the following:
- Click the edit icon on the relevant user.
- Toggle the POS access button ON to enable access.
Send invitation to user
Once the user account is created, you can send a registration email invitation.
This invitation will be sent to the user's email where they need to follow the registration link and set up a password for the account.
Invitation status definitions
Not invited : The employee has not been invited to use Portal.
Sent : An invitation has been sent to the user's email, but has not been responded to and accepted.
- Delivered : Recipient has received the email in their inbox.
- Read : Email has been read.
- Bounce: Email could not be delivered to the registered email address.
Expired : Invitations that the user has not responded to in time and have thus expired.
- By default, the registration link in the email invitation will be valid for 30 days.
- These invitations will need to be resent if the user would like to access Portal.
Active : Invitations that the user has responded to and accepted.