Creating and Managing Users

Creating and Managing Users

Introduction

User management is a critical aspect of any Point of Sale (POS) system, ensuring that employees have the right access levels to perform their tasks efficiently. In iVendNext, creating and managing users involves defining roles, assigning permissions, and configuring settings tailored to specific job functions. This guide provides a step-by-step approach to setting up and managing users in iVendNext, ensuring smooth and secure operations for your retail business.




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.



Important Notes

  • Administrator Accounts: Reserve these for IT or management staff.

  • Role-Based Access: Always assign the least privileges necessary.

  • Regular Audits: Review user permissions periodically to ensure security.



Conclusion

Creating and managing users in iVendNext is a straightforward process when following these steps. By carefully assigning roles, permissions, and settings, you can ensure that each team member has the access they need without compromising security. For further details, refer to the iVendNext user guides or contact support.



This structured approach ensures your retail operations run smoothly while maintaining robust access controls.


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