User Roles

User Roles

User Roles Overview

User roles allow administrators to group permissions across multiple users, functioning similarly to Employee Groups. Permissions are inherited from the account level and ultimately assigned to individual users.

This approach simplifies mass permission management by enabling similar user types, such as admins, managers, cashiers, etc., to be grouped, rather than configuring permissions individually.
Notes
Users assigned restricted roles can only view modules where their permissions, such as create, edit, or delete, are restricted.
This article is focused on how to:
  1. Add new user roles
  2. Edit user roles
  3. Delete user roles

1. Reaching the "User Roles" Module

To reach the "User Roles" module, follow the steps mentioned below: 

  1. Log into Control Center
  2. Choose Point of Sale
  3. Choose Maintenance
  4. Choose Users/Employees
  5. Choose User Roles
See Figure 1.1 to understand the navigation better.

                                                                                   Figure 1.1   

2. Understanding the "User Roles" Module Layout

Please see the image below labeled Figure 2.1 for a description of the buttons and fields that appear on the screen. 


                                                                                      Figure 2.1
  1. From here, you can add, edit, and delete the sales restrictions as per your requirements.
  2. Please follow the guide to know the steps that include these actions.

2.1. Adding New User Roles

Follow the steps mentioned below to add roles to the user:
  1. Click the “Add New” button highlighted in Figure 2.1 above to add roles to the user.
  2. The form highlighted in Figure 2.1.1 will appear on your screen. 

                                                                                                         Figure 2.1.1
1. Fields:
(See Figure 2.1.1 above)
  1. Name: Enter the name of roles as per user functions and department.
  2. Permission Types: Select applicable permission for User Role:
  1. All: If the user selects permission type as "All," the created role will be applicable to manage the client (Signage, Loyalty, Access, POS, Scheduler, Travel, Settings, Support Tickets, Billing Agreements, AdPro, Devices, and Locations). 
  2. Custom: If the user selects permission type as "Custom," they can select the specific module and assign permission to the created role. 

                                                                                        Figure 2.1.2
This screen allows you to define what each role can and cannot access within the system. Permissions are organized in an expandable tree structure, where each module contains specific actions—such as Create, Edit, Delete, and View—that can be individually allowed or restricted.

1. Expand/Collapse Controls
The small arrow icons beside each module (such as Client, Signage, Products, etc.) let you expand or collapse that section. Clicking the arrow reveals all sub-modules and permission options under that category.

2. Module-Level Permission Group
When a module is expanded, you will see permission categories for that module. For example, under Signage, the Displays module appears as a sub-section.

3. Action-Specific Permissions
Each module contains individual permission checkboxes for specific actions. In the example shown:
  1. Create Displays
  2. Delete Displays
  3. Edit Displays
  4. View Displays

These allow you to precisely control what the user role is allowed to do within that module. 
Info
You can check or uncheck an entire module to enable or restrict all of its permissions at once (create, view, delete, edit), or you can manage each permission individually to allow or restrict specific actions as needed.

4. Permission Type Selection
At the top, the Permission Type section gives two options:
  1. All: Grants full access to every module and action.
  2. Allow (Custom): Lets you manually configure which modules and actions are allowed or restricted.

Notes
When Allow (Custom) is selected, you can check or uncheck the permissions throughout the tree.
2. Buttons: 
  1. Save and Close: This button will let you save the changes made and exit the current user roles form.
  2. Save and New: This button will let you save the changes and open a new user roles form.
  3. Save: This button allows you to save the changes.
  4. Cancel: The "Cancel" button cancels the changes made. 

2.2. Editing User Roles 

Follow the steps mentioned below to edit the roles of a user:
  1. Click the Edit button highlighted in Figure 2.1 above to edit the roles of a user.
  2. The form highlighted in Figure 2.2.1 will appear on your screen.

                                                                   Figure 2.2.1

Account Admin can modify the following user role details from this page:
  1. Can edit the name of the user role of the assigned account.
  2. Can edit the user role permission.
  3. Can delete the existing user role.

This section contains all the editable fields for the selected role:

  • Name: The name of the role. You can update it if needed.

  • Permission Type:

    • All: Grants unrestricted access to all modules and actions.

    • Allow (Custom): Lets you manually choose which modules and permissions the role is allowed to access.

  • Permission Tree: A hierarchical list of all modules in the system (e.g., Signage, Loyalty, POS, Settings, Support Tickets, etc.).
    Each module contains checkboxes for specific permissions (like Create, Edit, Delete, and View). You can expand the modules and enable or restrict permissions by checking the boxes.

 Action Buttons

These buttons allow you to manage the role you’re editing:

  1. Cancel: Exits the screen without saving changes.
  2. Delete: Removes the selected role from the system.
  3. Save & Close: Saves your changes and returns to the previous screen.
  4. Save & New: Saves the changes and opens a blank form to create another new role.
  5. Save: Saves your updates but keeps you on the same screen.

2.3. Deleting User Roles

NotesOnly administrators have the authority to delete user roles. When a role is deleted, all associated permissions, location access, and settings tied to that role are permanently removed from the system. The “Delete” option is available both on the User Roles main screen and within the Edit User Role page.

Follow the steps mentioned below to delete the user roles:
  1. Click the “Delete” button highlighted in Figure 2.1 above to delete the user roles.
  2. The form highlighted in Figure 2.3.1 will appear on your screen.

                                              Figure 2.3.1
  1. Click “Yes, Delete” to continue the process of deleting the selected record for user roles.
  2. Click “Cancel” to close the pop-up and skip the deletion process.

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