Users, Employees & Roles
Control who can do what. Create users, assign role-based permissions (cashier, waiter, manager, admin), scope them to branches, set cancellation/void PINs, and review login and activity history.
Video guide: Users, Employees & Roles
On this page
Create & update a user
- Open Management → Users and click New User.
- Enter name, email/username, phone and password.
- Assign one or more roles and the branches they can access.
- Optionally set a void PIN for cancellation approvals.
- Save. The user can now log in on web, desktop or mobile.
📷[Screenshot: User management — create user form]
Roles & permissions
Roles bundle permissions so you don’t set them per user. Sum Cloud POS uses role-based access control that gates dashboards, reports and modules per role. Typical roles:
| Role | Typical access |
|---|---|
| Cashier | POS billing, hold/resume, print receipt |
| Waiter | TableTime — take orders, send to kitchen |
| Manager | Reports, discounts, voids, day close |
| Admin / Owner | Everything, including settings and users |
Cashier, waiter, manager & admin permissions
Fine-tune what each role can do — apply discounts, process refunds, void items, open the cash drawer, edit prices, view reports, manage inventory and change settings. Restrict cashiers to billing-only where needed.
A restrict-to-billing option limits a user to the POS screen only — useful for counter staff.
Void / cancellation PIN
Sensitive actions like cancelling a completed sale can require a PIN. Set a per-user cancellation PIN on the user form; the POS asks for it before allowing the void, and records who approved it.
Login history & user activity
Review who signed in and when, and what actions they performed. Combined with Audit & Security, this gives a full trail of price changes, voids and refunds by user.
Frequently asked questions
How do I stop a cashier from seeing reports?
Assign the Cashier role (or a custom role) without report permissions. Role-based access hides the Reports and Dashboard menus for that user.
How do void PINs work?
Set a cancellation PIN on the user. When a completed sale is voided, the POS asks for the PIN and records who approved the cancellation.
Can a user be limited to one branch?
Yes — assign specific branches on the user form; the user only sees and sells for those branches.