Creating and Managing Users

Creating and Managing Users

Overview

This guide provides a step-by-step approach to setting up and managing users in iVendNext.




Requesting an Account

Before creating users, you need an iVendNext administrator account. Follow these steps:


  1. Contact the Onboarding Team: Reach out to the iVendNext onboarding team to request an account.

  2. Receive Credentials: You will be provided with a username and password for an administrator account.

  3. Note: By default, the initial account has administrator privileges. Always create separate accounts for non-administrative tasks to maintain security and accountability.



Creating a User

Creating a user in iVendNext involves a few key steps. Below is a simplified guide:


Step-by-Step Guide

  1. Navigate to the User Section:

    • Path: Home > Users

    • This will take you to the User List View screen.


  1. Add a New User:

    • Click the Add User button to open the New User pop-up screen.


  1. Enter User Details:

    • Email Address: Specify the user's email.

    • First Name: Enter the user's first name.

    • Click the Save button to create the user.




Assigning a Role Profile

Roles define what a user can and cannot do in the system. Here’s how to assign a role:


  1. Navigate to Role Profiles:

    • Path: Home > Users > Role Profile


  1. Create or Select a Role:

    • Click the Add Role Profile button to create a new role.

    • Role Name: Specify a name (e.g., "Cashier").

    • Profile: Select the appropriate permissions.

    • Click Save.



  1. Assign the Role to the User:

    • Go back to the user's profile and select the newly created role from the dropdown.



Setting Retail Permissions

Retail permissions control access to specific retail functions. Follow these steps:


  1. Navigate to Retail Permissions:

    • Path: Home > Retail > Retail Permission


  1. Create or Select a Permission:

    • Click the Add Retail Permission button.

    • Permission Name: Enter a name (e.g., "Cashier").

    • Tick Required Permissions: Enable the permissions relevant to the role.

    • Click Save.


  1. Assign to the User:

    • Link the permission to the user’s profile.



Enabling POS Operations

To allow a user to perform POS operations:


  1. Enable POS Access:

    • In the user’s profile, check the Is POS User box.

    • This unlocks the Cashier Settings tab.



  1. Configure Cashier Settings:

    • Define settings like default shift profiles and store access.



Selecting a Default Shift Profile

Shift profiles determine the user’s working hours and cash drawer settings:


  1. Navigate to Shift Profiles:

    • Path: Home > Retail > Shift Profile


  1. Create or Select a Profile:

    • Click the Add POS Shift Profile button.

    • Code and Description: Enter details (e.g., "Morning Shift").

    • Click Save.


  1. Assign to the User:

    • Link the shift profile to the user in the Cashier Settings tab.



Assigning a Store and POS Profile

Users must be linked to a store and POS profile to operate the system:


  1. Select a Store:

    • Choose from predefined stores or create a new one.

    • Path: Home > Inventory > Warehouse


  1. Assign a POS Profile:

    • Path: Home > Retail > POS Profile

    • Select or create a profile that defines the POS terminal’s behavior.



Configuring Hardware and POS Terminals

For users to interact with physical POS hardware:


  1. Set Up a POS Terminal:

    • Path: Home > Retail > POS Terminal

    • Specify the terminal name and link it to a store.


  1. Configure Hardware Profile:

    • Path: Home > Retail > Hardware Profile

    • Define hardware settings like cash drawers and printers.



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