In any organisation, managing user roles and permissions is crucial to ensure data security and control over access to sensitive information. This guide will walk you through the steps to set up and customise user roles and user permissions in HirePOS.

Accessing User Roles & Permissions

To access user roles and permissions you must be an Administrator user.
Follow these steps:

Go to Setup > Preferences > Users.
Click on the user you want to edit.
Click on the Roles or the Permissions sub-heading to expand the relevant section.

User Roles

User Roles categorise users as either Administrator, who has unrestricted access, or General, who lacks access to advanced Setup areas in HirePOS. Additional roles exist for specific purposes, such as Delivery/Pickup Only, Dispatch Only, and Signature Pad users.

User Permissions

Once you have accessed the Permissions section, you can customise the user's access rights to particular functionality by following these steps:

The dropdown at the top of the Permissions section allows you to quickly set the user's permissions to the "Most Common" or "Most Restricted" settings.
Toggle the appropriate settings based on the user's role and responsibilities.
After making the necessary changes, click the "Save Changes" button located at the bottom right of the page to apply the new permissions.

A Login User must have a corresponding Staff Record linked to it in order to allow its permissions to be set or updated.

By following these steps, you can effectively manage user permissions within your system, ensuring that each user has the appropriate level of access to perform their duties while maintaining data security.

Available Permissions

For General Users, permissions can be configured to control which areas and functions they can access.

Branches

Permission	Description
Restrict to default branch only	Restricts the user to their assigned default branch.
Restrict to default branch/state only	Restricts the user to their assigned default branch/state.
Show Branch Receivals (button on Reminders screen)	Displays the Branch Receivals button on the Reminders screen.
Show Branch Transfers (button on Reminders screen)	Displays the Branch Transfers button on the Reminders screen.

Delivery & Dispatch

Permission	Description
Allow Delivery/Pickup	Allows access to Delivery/Pickup functionality.
Allow Dispatch	Allows access to Dispatch functionality.

Items, Stock & Setup

Permission	Description
Allow Items/Prices	Allows access to item and pricing information.
Allow Setup	Allows access to Setup functions.
↳ Disable Stock Adjustments	Prevents the user from making stock adjustments.

Sales & Payments

Permission	Description
Allow Sales/Payments	Allows access to Sales and Payments functionality.
↳ Restrict to Quotes/Reservations Only	Restricts Sales access to Quotes and Reservations only.
↳ Allow Lock & Approve	Allows the user to approve individual invoices using Lock & Approve.
↳ Allow Partial Edits on Locked Sales	Allows permitted edits to sales that have already been locked.
↳ Allow Payments Outstanding	Allows access to outstanding payment functionality.
↳ Allow Till Count	Allows access to Till Count functionality.
↳ Allow Bank Feeds (via Payments menu)	Allows access to Bank Feeds from the Payments menu.
↳ Disable Customer Add/Update	Prevents the user from adding new customers or updating existing customers.
↳ Disable Delete	Prevents the user from deleting sales records.
↳ Disable Payments	Prevents the user from processing or managing payments.
↳ Allow Customer Statement	Allows access to Customer Statements when payment access is otherwise restricted.
Allow Cash Sale	Allows the user to create or access Cash Sales.

Returns

Permission	Description
Allow Returns	Allows access to Returns functionality.

Online Store

Permission	Description
Allow Online Store	Allows access to Online Store functionality.

Reports

Permission	Description
Allow Reports	Allows access to Reports.
↳ Allow Sales & Payments Reports	Allows access to Sales and Payments reports.

CRM & Events

Permission	Description
Allow CRM	Allows access to CRM functionality.
Allow Events/Projects	Allows access to Events and Projects.

Staff & HR

Permission	Description
Allow Timesheets (Logged in user/staff only)	Allows the user to enter and manage their own timesheets and view their own calendar and tasks.
Allow HR (All staff access)	Provides HR access across all staff, including timesheets, shifts, calendars and task management.
↳ Allow Wagebook	Allows access to Wagebook functionality.

Maintenance

Permission	Description
Allow Maintenance	Allows access to Maintenance functionality.
↳ Hide Service & Repair Cost/Total	Hides service and repair cost/total information from the user.

Purchase Orders

Permission	Description
Allow Purchase Orders	Allows access to Purchase Orders.
↳ Read Only	Restricts Purchase Orders to read-only access.
↳ Quotes Only	Restricts Purchase Order access to quotes only.

Accounting & Bookkeeping

Permission	Description
Allow Accounting Sync	Allows access to accounting synchronisation functionality.
Allow Bookkeeping	Allows access to the Bookkeeping module, including Cashbook, Expenses and Banking.

Item Quantity Permissions

There are several user permission settings which prevent general users from editing item quantity.

The Disable Stock Adjustments option in particular prevents the user from making any stock changes to an item.

If you are a general user and do not have an option to change an item's quantity, it is likely the Disable Stock Adjustments user permission setting is active for your user account. Reach out to an Admin user if you believe this has been activated in error.

Security

This User must log in via SSO

Used to enforce multi-factor authentication on the user’s Microsoft or Google account, thus enforcing MFA for HirePOS access.

Send an Email alert if this user logs in from an Unfamiliar location

Will check if the login was from a recently used IP address.

Note that in the event there are multiple login attempts from an unfamiliar location then you will be sent an email alert regardless.

Not applicable if SSO is enforced.

User Roles & Permissions