Roles

Q: Two people with the same job see different menus.

Compare their roles on User . A person set up by hand with an extra role, or with a different main role, is the usual cause ( A menu item, a tab or a screen is missing ).

Roles

A role is a named job. Create one role for each kind of job, choose its dashboard and quick menu, then choose its menus and permissions on Role & Scopes.

Administration Roles and permissions

4 min read

Updated October 20, 2026

For Administrator Owner

What a role is

A role groups what a kind of person may do: a sales clerk, a store keeper, an accountant. You give users a role instead of setting each person up one by one. Creating the role only names it and chooses what the person lands on; what the role may open and do is chosen on Role & Scopes (Choose what a role may open and do).

The Role screen

Open Role (menu Roles). The list shows Roles, Description, Dashboard, Quick menu, User count and Status. From User count you can open the list of the users who have the role. Filter by role, description, dashboard, quick menu or status.

Add
Who
Administrator
Where
Role > Add
What changes
Add new role opens.
Fill the form
Where
Role, Description, Dashboard, Quick menu
What changes
The name and a short description. Dashboard is the page the user's main role opens after sign in. Quick menu names the quick-menu set of the role. The shortcuts a person actually sees are ticked per role on Role & Scopes, tab Role wise quick menu (Choose what a role may open and do).
Needs
All four are required. The role name (up to 50 characters) must be new; the description is up to 100 characters.
Set the two switches
Where
Is this a supervisor role ?, Role with limited data access
What changes
A supervisor role is treated as a supervisor by the till: it shows Void/Reset and puts the user on the Handover to list (see the Retail POS knowledge base). A role with limited data access is offered the stock report types without values only, and some tabs of the sales dispatch report are hidden from it.
Save
What changes
The role exists with no menus. Go to Role & Scopes to choose them.

Worked example: three roles for a shop

ABC Traders creates one role for each kind of job on Role > Add. All four boxes (Role, Description, Dashboard, Quick menu) are filled for each:

Role	Description	Is this a supervisor role ?	Role with limited data access	What it means
Sales clerk	Raises invoices and takes payments	Off	Off	An ordinary role: the menus come later
Shop supervisor	Looks after the till and the cashiers	On	Off	On the till it shows Void/Reset and puts the user on the Handover to list
Stock viewer	Reads the stock reports	Off	On	Offered only the stock report types without values, and fewer tabs on the sales dispatch report

After Save the role exists, but it has no menus: a person whose only role it is has nothing to open yet. ABC Traders opens Role & Scopes and ticks the menus and permissions for each role (Choose what a role may open and do). The new role shows User count 0 until a user is given it.

Change, deactivate, activate

Edit changes the form. Saving warns the users who have the role, and they are signed out after a few seconds.
Deactivate (and Activate) is on the row. Several roles can be done together with Activate all and Deactivate all. There is no delete.
The Administrator role and any other system role cannot be deactivated, and neither can the role used by employee portal sign-ins.

Common questions

A person does two jobs. Do they need a special role?

No. Give them one main role and the other as an extra role on the user form. They get everything both roles give (Who sees what: licence, role, permission, branch).

Two people with the same job see different menus.

Compare their roles on User. A person set up by hand with an extra role, or with a different main role, is the usual cause (A menu item, a tab or a screen is missing).