XPOS Help Center
en
Language
en English zh Chinese

Manage Employee Roles and Permissions

Open in
View as Markdown Open in ChatGPT Open in Claude
A

Admin

Last updated on Sep 5, 2026

🛡️ Manage Employee Roles and Permissions

Create custom roles and control which screens and POS actions each staff role can use.

📝 Steps

  1. In the left sidebar, tap MANAGEMENT, then open the System Setup tab. Under Basic Setup, tap Role Management. You need Setup Page access — a Cashier cannot open this screen.
  2. Review the list: Role Name, Type (System or Custom), Permissions (how many are granted), and Action. Built-in roles Cashier, Manager, and Admin are marked System.
  3. Tap Add New Role. Enter a unique Role Name. A duplicate name is rejected with A role with this name already exists.
  4. Grant access in the four groups (each is a multi-select; placeholder Select permissions):
    • Route Permissions — POS, CRM, Management, Settings, Reporting, Analytics, Booking.
    • Function Permissions — Switch Table, Last Bill, Print Last Kitchen Slip, Print Last Order Docket, Print Full Order Docket, Note, Delete Bill, Percent Discount, Flat Discount, QR Code, Pay In, Pay Out, Open Drawer, Void, Void and Duplicate, Receipt, Reprint, Add Customer, Change Payment, Check, Pay at Counter, Merge Table, Add Salesperson, Stock Adjust, Stock History, CRM Add Customer, CRM Edit Customer, CRM Delete Customer.
    • Item Editor Permissions — Table Editor, Flat Discount, Percent Discount, Delete, Note, Duplicate, Takeaway, Transfer, Sales Person, Change Price.
    • Page Permissions (MANAGEMENT tabs) — Report Page, Inventory Page, Invoices Page, Product Page, Employee Page, Setup Page.
  5. Tap the green check to save. You should see Role saved successfully.
  6. To change a role, tap the blue pencil (Edit Role). System role names cannot be renamed. The Admin role cannot be saved — its green check is disabled.
  7. To remove a Custom role, tap the red trash and confirm. Cashier, Manager, and Admin cannot be deleted. If anyone still has that role, delete is blocked: Cannot delete: This role is assigned to {count} employee(s): {names} — reassign those staff on MANAGEMENT → Employee first.

Built-in defaults (do not try to permanently rewrite them):

  • Cashier (default role): no Void, Void and Duplicate, Change Payment, Flat Discount, Percent Discount, Open Drawer, or CRM Delete Customer; no Employee Page or Setup Page; no Settings, Reporting, or Analytics routes.
  • Manager: no CRM Delete Customer, no Employee Page, no Settings.
  • Admin: all permissions; name and permissions stay locked.

💡 Tip: System role permissions reset to the defaults above when staff sign in. To give a cashier extra access (for example Void or Setup Page), create a Custom role instead of editing Cashier. If someone hits a locked action, they see Permission denied. Please switch to another account with the permission. and Switch Account opens.

🎬 Video Guide