Creating a user
New employee starting tomorrow? This article walks through the three tabs of the user form and what to fill in for each kind of employee.
On this page
Before you start
Open Home, then Users and click New. Have three things ready: the role the employee will hold (see Roles and permissions), and if they are a cashier, the cash account and warehouse they will work on (see Cash accounts and banks and Warehouses).
The number of users who can be signed in at the same time is limited by your subscription seats, not the number of accounts created. Details in Active sessions.
The Details tab
- Name: as it appears on invoices, reports and the audit log.
- Username and Mobile: either one is enough to sign in. Both must be unique.
- Password: at least four characters. When editing later the field becomes "New password (optional)"; leave it empty to keep the current one.
- Control panel access: enable for people who work from the web. A cashier who works only from the app does not need it.
- POS user: enable to show the Point of sale tab and let the employee sign in to the cashier app.
The Role and permissions tab
Choose the Role; its description appears right under the field. The Extra grants and Deny fields are for individual exceptions only. Below them are four scope lists (branches, warehouses, cash accounts and banks, payment amount limit) and an Allowed IP addresses field; all are empty by default, meaning no restriction. They are explained in Scopes.
The Point of sale tab
Appears only when POS user is enabled. Its fields:
| Field | Meaning | If left empty |
|---|---|---|
| Discount limit % | The maximum discount this cashier can give on a line or an invoice. | No limit from this field. |
| POS price list | The price list this cashier sells with. | Company default. |
| POS cash account | The cashbox their shifts open on and their cash is collected into. | Company default cashbox. |
| POS warehouse | The warehouse their goods are issued from. | Default warehouse. |
| Cashier difference account (employee) | A party with the employee role that shift shortages and surpluses are posted against. | The general Cash differences account. |
| Item groups they sell from | Limits which items reach their device. | All items. |
Below are quick switches: Returns, Receipts, Edit price, Cancel own invoices, Define items. They are shortcuts to the same permissions in the Cashier module; details in Cashier permissions.
Cashbox out of scope
If you choose a POS cash account that is not in the user's "cash accounts and banks" scope, saving is refused with ERR_CASHBOX_OUT_OF_SCOPE. Pick a cashbox from their scope or leave the field empty to have it chosen automatically.
What happens in the books
The cashier difference account creates no entry when saved. Its effect comes at every shift close: a shortage is debited to Employee receivables in this employee's name, a surplus is credited to it. Without this field the difference goes to the general Cash differences account. Details in Shift differences in accounting. The chosen party must have the employee role or saving is refused. Create the party first from Employees and salesmen.
After saving
- The users list shows a POS column and a Status column. Turning status off blocks sign-in immediately without deleting the account or its history.
- For restaurant tenants a PIN column appears: a short code staff use to hand over the ordering device, set from the user form.
- A POS user is never saved with empty defaults: if you leave the cash account or price list empty, the system fills them from company defaults within the user's scope.
Tip
Create a separate account for every cashier instead of a shared one. Shifts, differences and the audit log are all in the user's name; you will not know who made a mistake if they share one login.
Frequently asked questions
Can a user sign in with their mobile number instead of the username?
Yes, the sign-in field accepts either the username or the mobile number, which is why both must be unique.
What is the difference between turning status off and deleting?
Turning status off blocks sign-in and keeps every record and document in the user name. Deleting is for accounts created by mistake that never worked.
Why was the cashier difference account refused on save?
Because the chosen party does not have the employee role. Open Accounts, edit the party, add the employee role, then save again.