Overview

The User Management feature allows merchants to create and manage user accounts for accessing the POS system and the Merchant Portal.

User management ensures that:

• Employees have the appropriate level of system access
• Sensitive features are restricted to authorized staff
• Operational responsibilities are clearly separated
• Store-level access can be controlled

By assigning roles and permissions correctly, businesses can maintain operational security while enabling staff to perform their daily tasks efficiently.

When to Use

Use User Management when:

• Onboarding new staff members
• Assigning POS access to cashiers or store operators
• Granting administrative access to managers
• Restricting sensitive features to authorized users
• Managing access across multiple stores

Viewing the User List

To access user management:

1. Navigate to User & Permissions → User.
2. You will see the list of all users currently registered in the system.

If this is your first time using the system:

• No default user accounts will be created automatically (other than the merchant owner).
• You will need to manually add users.

To create a new user, click Add User in the top-right corner.

Adding a User

When adding a new user, you will need to configure the user’s information and assign a role.

User Information

Role

The system provides two default user roles:

• Manager
• Cashier

The required information differs depending on the role selected.

Cashier

Cashiers are POS-only users.

Required fields:

• User Name
• Mobile Number
• POS PIN

Cashiers log in directly on the POS by selecting their name and entering their PIN.

They do not have access to the Portal.

Manager

Managers can access both the POS and the Merchant Portal.

Required fields include:

• Name
• Email
• Password
• Mobile Number

Managers log in to the Portal using their email and password credentials.

Name

Enter the user’s display name.

This name will appear in the system and will also be used when the user logs in to the POS.

Email

The email address used to log in to the Merchant Portal.

This field is required for users who need Portal access (e.g., Managers).

Password

The password used for Portal login.

When creating a password, you must enter it twice to confirm accuracy.

Mobile Number

Enter the user’s contact number.

This field may be used for internal reference or communication purposes.

POS PIN

The POS PIN is used when logging in to the POS system.

Login process:

1. Select the user name on the POS login screen.
2. Enter the assigned PIN.

This method enables quick authentication for operational staff.

Status

The Status toggle determines whether the user account is active.

• ON – User can access the system.
• OFF – User access is disabled.

Disabling a user does not delete the account but prevents login.

Store Assignment

Assign the store that the user is allowed to access.

For POS access:

• The user can log in to POS devices assigned to the selected store.

If the merchant operates multiple stores, store assignment helps restrict user access to the appropriate location.

User Roles

Manager

Users with the Manager role can access:

• POS system
• Merchant Portal

Managers typically handle operational configuration and management tasks.

However, their access rights are still limited compared to the Merchant Owner.

Cashier

Users with the Cashier role can access:

• POS only

Cashiers cannot log in to the Merchant Portal.

When a POS device is assigned to a store, the cashier will be able to log in to all POS devices under the store assigned to that user.

Merchant Owner vs Manager

Although Managers can access the Portal, they do not have the same level of permissions as the Merchant Owner.

Managers cannot access or configure the following features:

• Create Payout
• Table QR management
• Analytics Category
• Promotion management
• Customer Display configuration
• Receipt configuration
• IDEQueue management
• IDEKiosk management
• Kitchen Display System (KDS) configuration
• Loyalty system management
• Queue Number Display configuration
• Store Sales Report

These features remain restricted to the Merchant Owner to maintain administrative control.

Creating Custom Roles

If the default roles do not fit your operational needs, you can create custom roles.

To add a new role:

1. Navigate to User & Permissions → Role.
2. Click Add Role.
3. Define the role name.
4. Select the permissions that the role should have.

This allows businesses to create more granular permission structures.

Example custom roles:

• Store Supervisor
• Inventory Manager
• Operations Manager

Best Practices

• Assign roles based on job responsibilities.
• Use Cashier accounts for frontline staff to minimize system risk.
• Regularly review active users and disable accounts for former employees.
• Keep POS PIN codes simple but secure for operational efficiency.
• Create custom roles if operational complexity increases.