BEST POS - User profiles and default roles

User Profiles and Default Roles in BEST POS

Summary

This guide explains BEST POS default roles (Administrator, Manager, Cashier) and how to create, adjust, and assign user profiles. It covers the main permissions (sales, discounts, voids, inventory, reports, settings), the least privilege principle, and audit best practices.

Step-by-step Instructions

1) Understand default roles

  • Administrator: full access to BackOffice and POS (settings, users, promos, inventory, reports, integrations). Keep to 1–2 trusted people.
  • Manager: store operations (reports, inventory, pricing, promotions); can approve high discounts, voids, returns. Limited system settings.
  • Cashier: checkout operations (scan, limited discounts, tender, print, reprint). No access to sensitive settings.

2) Create a user and assign a role

  1. Open BackOffice > Users and click New.
  2. Enter Name, Email/Login, and optional Phone.
  3. Select the Role (Administrator, Manager, Cashier).
  4. Enable Require password reset at first sign-in.
  5. Click Create / Send invite.

3) Adjust role permissions (least privilege)

  • Go to Settings > Security > Roles and open the role to edit.
  • Tune permissions: max discount, transaction void, returns, price overrides, inventory/pricing access, financial reports.
  • Save, then test with a validation account to confirm scope.
  • Document exceptions (e.g., senior cashiers allowed to void a line).

4) Audit and compliance best practices

  • Require 2FA for Admins and Managers.
  • Minimize daily use of Admin accounts at the register.
  • Quarterly review: disable inactive accounts, verify roles, and check audit logs.
  • Separate duties for sensitive tasks (e.g., promo creation vs promo approval).

5) Sample permission matrix (highlights)

  • Line discount > 20%: Manager or approval required.
  • Transaction void: Manager minimum.
  • Manual price change: Cashier (capped), Manager (uncapped), Admin (price structure).
  • Export financial reports: Manager and Admin only.

Fixes and FAQs

  • User cannot see a menu: verify role and active store; assign a higher role if needed.
  • Cashier can discount too much: reduce the discount cap in the Cashier role.
  • Too many admins: downgrade some to Manager and enforce mandatory 2FA.
  • Employee offboarding: disable accounts immediately and reassign access.



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