Setting up cashier users

Setting up cashier users

A cashier user is someone who operates the point-of-sale (POS) system or processes cash transactions. Cashiers need specific permissions to create sales receipts, record payments, and manage the cash register. This guide walks you through creating and configuring a cashier account.

Before you start

• You must have Admin access or User Management permission.
• Decide which POS register or location the cashier will use (if your system has multiple registers or branches).
• Have the cashier's name, email or username, and a strong temporary password ready.
• Know if the cashier should handle all products or only certain ones (e.g., pharmacy products only).

Steps

1. Go to Settings → Users & Roles → Users. Open in Usystems

2. Click Add User or New User.

3. Fill in the cashier's details:

   • Full Name: The cashier's name as it should appear in receipts and reports.
   • Email or Username: A unique login identifier.
   • Password: A temporary strong password.

4. Assign the Cashier role. If your system has more specific roles (e.g., "POS Operator," "Sales Cashier"), select the appropriate one.

5. If your system allows, configure the following:

   • Locations (if applicable): Restrict the cashier to a specific POS register, store, or branch.
   • Products: If using product restrictions, allow the cashier access to the products they will sell (e.g., Pharmacy, Services, Inventory).

6. Click Save or Create User.

7. Inform the cashier of their login credentials (username/email and temporary password) in a secure manner.

8. Ask the cashier to log in and change their temporary password to a personal, secure password.

Typical cashier permissions

A standard Cashier role usually grants:

• Permission to create and finalize Sales Receipts.
• Permission to record Payments received from customers.
• Permission to view their own POS register or till.
• Permission to view Inventory (to check stock when needed).

Your system may have additional options to:

• Allow or restrict refunds (returns).
• Allow or restrict discount application.
• Set daily cash limits or transaction limits.

Consult your roles configuration or ask your administrator if you need to customize these permissions.

Tips & common mistakes

• Cashiers should have limited permissions — do not assign Admin access to a cashier unless absolutely necessary. Limit them to the POS and payment features they need.
• Each cashier should have their own login — do not share a single cashier account across multiple people, as it prevents proper accountability and audit trails.
• Passwords must be strong — remind cashiers that passwords should not be written on sticky notes or shared.
• Deactivate cashiers when they leave — when a cashier is no longer with your team, deactivate their user account immediately to prevent unauthorized access.