How to Manage Users on Your POS System

How to Manage Users on Your POS System

If your store has a modern POS system like the POS+ from National Retail Solutions (NRS), you may have noticed that you can edit user permissions on your POS, determining what employees can and cannot do and can and cannot see. Making these determinations is a critical part of managing users on your point of sale, so we’re going to explain how to do it and why it’s so important.

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What Kinds of Permissions Can You Set for Employees?

The POS+ comes with a few different presets you can choose from for your employees, but you’re by no means limited to those presets. There are 11 different categories of permissions you can customize for each user you add to your point of sale system. These categories correspond to the features included in our point of sale software, including:

  • Register: Register permissions have to do with how much freedom employees have to change prices, offer refunds, take care of vendor payouts and handle other functions related to the register and sales transactions. Generally, the majority of these permissions should be open to cashiers, though you may want to leave off the ability for a temporary or permanent override.
  • Store stats: Permissions regarding store statistics have to do with who can see what sets of data regarding your store. These data sets tend to be helpful information for owners and managers but not for employees. The one report you should make sure your employees have access to is their own shift report since this information is specific to their performance.
  • Vendors: Relationships with vendors is an important aspect of many businesses, and the POS+ software keeps all of this information on-hand for you. When it comes to permissions for this category, you can choose whether employees can help manage the list by adding, editing or disabling vendors as needed.
  • Users: To maintain control over which permissions your employees have access to, you’ll want to make sure the “manage permissions” box is unchecked in the users section of user settings. You can allow users to manage their own profile and pin, however. Administrators will have permission to add, edit and disable users and manage permissions by default.
  • In-store items: In-store items are products you sell that don’t include a barcode for cashiers to scan. Examples include hot beverages or sandwiches that you prepare in house. As the list of in-store products you offer evolves, you’ll need to update the list in your POS. Choose whether employees can add, edit or delete in-store items.
  • Pricebook: The pricebook is the master list of all the items you sell, including descriptions, prices, tax information and more. The products on this list are categorized by department. In the user settings, you can choose whether to allow an employee to add to or edit items in the pricebook or manage departments.
  • Promotions: Prices listed in the pricebook are what you normally charge for products, but most businesses use promotions to increase their sales. The promotions feature on the POS makes it easy to add current promotions so they are automatically applied at checkout. You have the option of giving employees permission to add, edit and delete these promotions.
  • One-click items: If certain items are especially common at checkout for your business, then the one-click items feature is hugely helpful. With one push, you can add an item to the transaction. Since one-click items are arranged in a list, like in-store items or regular items in the pricebook, you can decide whether to allow employees to add, delete or edit items.
  • Training and help: NRS offers plenty of training resources and help to POS+ users. These resources are available to all users, including administrators, managers and employees, so there are no decisions to make here when you’re setting up user settings.
  • Tools: Tools involves the nuts and bolts of your store’s profile and setup, along with troubleshooting. There are two permissions you can either allow or disallow for each POS user: clearing data and store setup. These are likely permissions you’ll want to leave for management or owners.
  • Inventory: The inventory feature allows you to track your inventory so you can manage it effectively. For each employee, you can select whether they are allowed to edit, delete or add to your business’s inventory records.

How Do You Set User Permissions on the POS?

We’ve already looked at the many options for employee permissions on the POS+, so now let’s focus on how you go about customizing these settings. First, it’s helpful to note that there are three types of POS users – administrators, managers and cashiers.

At least one administrator must have access to all the permissions. You can choose whether to give this full range of permissions to just one person or multiple administrators. Aside from the one all-access administrator, you can customize the settings for all other users on the POS. You’ll need to do this for each of your employees.

First, select the user’s role. Are they an administrator, manager or cashier? You’ll see the list of possible permissions next to their feature category tiles. Next to each permission is a box that you can check to allow the permission or uncheck to disallow it. To make things convenient for you, when you click on a role, you’ll start with a preset of role-based permissions, where some permissions will be checked and some unchecked.

Feel free to stick with these presets or edit them as you see fit. If no boxes are checked for a certain feature, then that tile will appear white and be marked restricted on the home screen when that employee is using the POS.

Why Is It Important to Set User Permissions?

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There are two main reasons to set up user permissions on your POS system – security and simplicity.


Security is probably the first reason that comes to mind for most business owners and managers setting up user permissions on their POS – and rightly so. Since modern point of sale systems like the POS+ contain a wealth of information and management tools for your store, it’s simply unwise to allow an employee on their first day to have access to sensitive data sets and critical software features on your POS system. As employees demonstrate trustworthiness and competence, you may want to open up access to more and more features.


Another reason to limit permissions for employees is to keep the system as user-friendly as possible. The home screen and every feature on our POS software is designed to be easily navigable and understandable, but why not simplify things even further if you can? If an employee doesn’t need to manage inventory, for instance, then removing this possibility makes for a simpler user experience on the POS. You don’t have to worry about employees clicking through features and settings they don’t need to.

Run Your Business Securely and Simply With the POS+ From NRS

The POS+ makes it easy to set user permissions so you’re confident that every employee enjoys an easy user experience and that only the people you’re comfortable with can make changes and access your store’s data. If you have more questions about how to limit user access on your POS, contact us today. NRS is committed to helping you get the most out of your POS software.

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