Onboarding Staff and Setting Permissions
The mistake almost everyone makes is granting permissions to people instead of roles. It feels faster on day one and becomes a mess by month three, when nobody remembers why a specific cashier can approve voids.
Roles first, people second
- Cashier — process sales, apply pre-approved discounts, no void or refund authority.
- Supervisor — everything a cashier can do, plus void approval, manual discounts, and shift reports.
- Manager — full access including end-of-day reconciliation, staff management, and catalogue edits.
What to lock down from day one
Void and refund approval should require a supervisor PIN, every time, with no exceptions during busy periods — this is the single control that prevents the most common form of till shrinkage.
Catalogue and price edits should be restricted to managers only. A cashier with catalogue access is a support ticket waiting to happen, not a convenience.
When someone leaves
Deactivate the individual login immediately, not the shared PIN pattern — if staff share PINs, you lose the audit trail that tells you who actually processed a transaction, which matters far more when someone's leaving on bad terms.
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