Roles that decide who can do what
Roles decide what each person can do. Build a role once, with separate settings for the till and the back office, and give it to everyone who does that job. A cashier can take payments without refunding; a manager can do both.
Roles and permissions in SeroPOS
POS Access tab
Sales and transactions, checkout buttons, payment types, admin sections and device setup at the till.
Web Access tab
Back-office permissions for products, purchases, sales, reports, settings and more.
Checkout buttons
Allow or block Clear, Adjust, Hold, Delivery, Split and Print Bill for each role.
Payment types
Choose which of Cash, Debit, Credit and other methods a role can take.
Own records only
Limit roles to their own sales, purchases, customers or suppliers in the back office.
Locked by default
New roles start locked, and a manager's password approves a blocked action once.
Building a role in the app
In the SeroPOS app, open Admin, then Settings, then Users and Roles, and add a role. Give it a name, choose whether it is service staff who can be picked as a waiter, or copy an existing role to start from. The role editor has two tabs: POS Access for the till and Web Access for the back office.
POS Access is grouped by area. Sales and Transactions covers things like refunds and editing sales. Checkout Buttons covers Clear, Adjust, Hold, Delivery, Split and Print Bill. Payment Types covers Cash, Debit, Credit and other methods. Admin Sections and Device and Setup cover the Admin hub and till settings. Start from a copy of a similar role to save time.
- Sales and Transactions
- Checkout Buttons
- Payment Types
- Admin Sections
- Device and Setup
Back-office permissions
The back office has detailed permissions under User Management, then Roles. They cover users and roles, suppliers and customers (all or own), products (including opening stock and seeing purchase prices), purchases and stock adjustments, POS and sell actions, shipments, the cash register, brands, tax rates, units, categories, reports (including stock value), settings, expenses, printers, the home dashboard, accounts, bookings, selling price groups and table access.
Many permissions have an own-only version. A sales rep can see only their own sales and customers; a buyer can see only their own purchases. Sell permissions also control deleting sales, drafts, quotations, payments, editing prices and discounts, sell returns and editing invoice numbers. Own-only permissions keep information to the people who need it.
Locked until you allow it
In the app, a new role starts locked: only the owner has everything until you grant it. Rows a role cannot use still appear in the drawer and Admin with a lock badge, so staff know the feature exists but need approval. Nothing is hidden, but nothing happens without permission.
When someone taps a locked action, Approval Required asks for an Admin or Manager password. Entering it approves that action once, without changing the role. A cashier can process an unusual refund with a supervisor standing beside them, and the next refund still needs approval. It keeps control without slowing service.
Setting up roles that fit
Most businesses need three or four roles. A cashier or server who takes orders and payments. A shift lead or supervisor who can also refund, void and open the drawer without a sale. A manager who can edit products and see reports. The owner, who has everything. Name roles after jobs, not people.
Give each role the least it needs and use manager approval for the exceptions. Review roles when someone is promoted, and check the activity log now and then to see who did what in the back office. A short review each quarter keeps permissions in line with how the team actually works.
Frequently asked questions
Can I stop cashiers giving refunds?
Yes. Leave refunds off in the role's POS Access, under Sales and Transactions. When a refund is needed, the cashier taps it and a manager enters their password in Approval Required to allow it once. The approval is for that refund only, and the next one needs approval again.
Can a role see only its own sales?
Yes. Back-office permissions include own-only options for sales, purchases, customers, suppliers and expenses. A user with an own-only role sees just the records they created or were assigned. Managers can be given full access to see everything across the team.
Can I hide cost prices from staff?
Yes. Viewing purchase prices is a separate product permission in the back office. Leave it off and staff can sell and look up products without seeing what you paid. It is one of the most common settings owners change. Managers can keep it.
What is Approval Required?
When someone taps an action their role cannot use, Approval Required asks for an Admin or Manager password. Entering it allows that one action, without changing the person's role. It keeps control while letting the sale continue without changing anyone's permanent access.
Can I copy one role to make another?
Yes. In the app's role editor, copy from an existing role and then change what differs. It is the quickest way to make a supervisor role from a cashier role. Change only what is different, then save it under the new role name.