Staff accounts and roles in PointLit

Invite a staff member

1. Open Manage, then Members, and press Invite someone.
2. Type their Email, choose a Role, and under Locations pick the branches where they may sell, read stock and open a shift, or Every Location, including new ones.
3. Press Send the invitation. They get an email with an Accept invitation button, and the link works for seven days.
4. They enter their name and a password of at least 12 characters and press Create my account. You never see the password.

The roles a business starts with

Each business gets its own editable copies, marked Starter.

• Owner: every permission. It can be renamed but never narrowed or deleted.
• Manager: runs the shop, with refunds, voids, discounts, staff, settings, product costs and every report family.
• Cashier: rings sales, runs their own shift, adds customers and reads the sales reports without costs. No refunds, voids or discounts.
• Warehouse: stock adjustments and counts, purchasing, labels and the stock reports.
• Kitchen: reads products and stock and records production.

Who can refund, void, discount and read reports

Each of the three has its own permission: Refund a sale, Void a sale in full, and Apply a discount to a line or a bill. Owner and Manager hold all three as standard, and Cashier holds none. Without them, the Refund, Void and discount buttons do not appear, and PointLit refuses the action anyway.

Each report family is a permission too, from View sales reports to View staff reports. Cost and margin columns also need View product costs, stock value and margins, and without View staff reports a person sees only their own name.

Change a role

1. In Members, open the person's actions, choose Change role, pick the new Role and Locations, and press Save. It applies within a few minutes.
2. To change what a role itself may do, open Roles, tick or untick permissions and press Save. New role starts a role with no permissions.

Who may manage whom

You can manage a person only if your own role holds every permission their role holds and covers every branch their role applies at. That covers changing their role or branches, resetting their password, editing their account details, and disabling or enabling them. You can change, rename or delete a role only if you hold every permission in it, and you can give a role or a person only permissions you hold yourself.

So a Manager cannot manage someone whose role holds a permission the Manager role lacks, and a manager who works at one branch cannot manage someone who also works at another. The Roles page marks the roles you cannot change, and Members says why when you cannot manage a person.

To let a Manager manage a role and the people who hold it:

1. Open Manage, then Roles, and find the permissions the other role holds that the Manager role does not.
2. Tick those permissions in the Manager column and press Save. Only someone who already holds them, such as the Owner, can do this.
3. If the person works at several branches, open Members, choose Change role on the manager and add those branches under Locations.

Who can approve stock gains

When “Stock gains need approval” is on in Business settings, the stock that a count, a stock addition or a lot correction finds waits on the Stock gains screen until someone approves or refuses it. That takes the permission Approve stock gains, and as standard only the Owner holds it. A person who holds it decides only at the branches their role covers. Someone with Adjust stock / record movements but without Approve stock gains can open Stock gains and see what waits, but cannot decide.

To let another role approve stock gains:

1. Open Manage, then Roles, and find Approve stock gains under Inventory.
2. Tick it in the column of the role that should approve, such as Manager, and press Save. Only someone who already holds it, such as the Owner, can do this.