Who is this for?
StoreHub merchants who need to add new staff, update employee details, remove old staff, and control what their employees can do on the StoreHub POS app and in the BackOffice.
Overview
This guide shows you how to add new employees, update their information, remove them from your system, and set their access levels for both the StoreHub POS app and the BackOffice. Managing employee access helps you keep your business secure and ensures staff only have the permissions they need.
Before You Begin
Access to your StoreHub BackOffice.
Basic information for new employees (name, email, PIN).
Understanding of different staff roles (e.g., cashier, manager).
Step-by-Step Guide
Add a New Employee
1. In your BackOffice, click on 'Employees' in the left-hand menu.
2. On the 'Employees' page, click the '+ Add Employee' button.
3. Fill in the new employee’s details, including their 'Name', 'Email', and a 4-digit 'PIN'.
Note:
An Employee PIN is automatically assigned when you add a new employee. To change it, click the 'Change' button and enter your preferred 4-digit PIN.
4. Select the 'Stores' this employee will work at by ticking the store names.
5. Under 'Access Control', choose the appropriate 'Store Manager' and 'BackOffice' access levels.
Note:
'Store Manager' access gives the employee special permissions on the POS app, like approving discounts or refunds. 'BackOffice' access lets them log in to your BackOffice to view reports or manage products.
Role | Access |
Store Manager |
|
BackOffice |
|
Limit BackOffice Access | If you tick 'BackOffice', you can then tick 'Limit BackOffice Access' to choose exactly which parts of the BackOffice this employee can see or change. This is explained in more detail in the 'Limit BackOffice Permissions' section below. |
6. Click 'Save' to add the new employee.
Edit an Existing Employee
1. Go to your StoreHub BackOffice and click on 'Employees'.
2. On the 'Employees' page, click on the name of the employee you wish to edit.
3. Update any of the employee's details, such as their 'Name', 'Email', 'PIN', or the 'Stores' they are assigned to.
4. Adjust their 'Access Control' settings if needed (e.g., change them from 'Cashier' to 'Store Manager' or modify their 'BackOffice' permissions).
5. Click 'Save' to apply your changes.
Delete an Existing Employee
1. Go to your StoreHub BackOffice and click on 'Employees'.
2. Click on the name of the employee you wish to remove.
3. Scroll to the bottom of the employee's details page and click the 'Delete' button.
4. Confirm that you want to delete the employee when prompted.
Set Cashier Access Controls (POS App Permissions)
This setting lets you limit which features cashiers can use on the StoreHub POS app for a specific store. It's useful for preventing unauthorized actions like discounts or refunds.
2. Choose the store you want to manage by clicking on its name.
3. On the 'Edit Store' page, click the 'Cashier Access Control' tab.
4. You will see a list of features. For each feature, select your desired access level:
a. 'Any Cashier': Allows any cashier to perform this action without manager approval.
b. 'Require Manager Access': The cashier must get a manager to enter their PIN to approve this action.
5. Tap 'Save' to apply the cashier access control settings for this store.
6. Go to your StoreHub POS app and tap 'Sync' to update the settings on your device.
Understanding Permission Levels
If an option appears 'greyed out' or says 'Access Denied', it is likely because of the employee's 'Permission Level'.
Role | POS App Access | BackOffice Access |
'Cashier' | Basic sales only. Needs Manager PIN for refunds/discounts. | None (unless manually enabled). |
'Store Manager' | Full POS access. Can approve 'Cashier' actions. | None (unless manually enabled). |
Limit BackOffice Permissions (BackOffice Access Control)
This setting is useful if you want to limit what your employees can see or change when they log in to the StoreHub BackOffice.
1. In the BackOffice, click on 'Employees', then select the employee whose BackOffice access you want to limit.
2. Scroll down to the 'Access Control' section and tick the box next to 'Limit BackOffice Access'.
3. A list of BackOffice features will appear. Untick the boxes for any features you want to restrict for this employee.
Common BackOffice features you might limit include:
'Reports' (e.g., Sales, Inventory, Employee reports)
'Products' (e.g., adding, editing, deleting products)
'Inventory' (e.g., managing stock levels, transfers)
'Customers' (e.g., viewing customer details, loyalty points)
'Settings' (e.g., changing store settings, payment methods)
Examples:
1. If you wish to keep your StoreHub subscription plan hidden from your employees, uncheck the boxes under the Billing section.
2. For Stock Management, if you want to restrict your employees from creating Purchase Orders and Stock Transfers:
Simply uncheck the boxes for Purchase Order or select Receive and Mark Complete only.
Uncheck the boxes for Stock Transfer, or allow them to only receive orders.
3. For Tax Report, if an employee currently has general access to 'Reports' (or had the 'Sales by Report' permission before this update), they will automatically be granted access to the new Tax Report page.
4. For accessing Sales Reports by store, navigate to the Employee's profile in Back Office, and set their specific access permissions under the relevant store section. This allows granular control for multi-store operations.
Note:
By unticking a box, you are removing access to that specific section or function in the BackOffice for this employee.
4. Click 'Save' to apply the new BackOffice permissions for this employee.
Troubleshooting
Issue | Solution |
Employees cannot log in to the POS app. | 1. Check if the employee's 'PIN' is correct in the BackOffice under 'Employees'.
2. Make sure the employee is assigned to the correct 'Store' in their employee profile.
3. Ensure the POS app is 'Synced' after making any changes in the BackOffice. |
Employees cannot perform an action on the POS app (e.g., apply a discount). | 1. Check the 'Cashier Access Control' settings for that specific store in the BackOffice ('Settings' > 'Stores' > [Your Store] > 'Cashier Access Control').
2. Ensure the action is set to 'Any Cashier' or that a manager is available to approve if it's set to 'Require Manager Access'. |
Employees cannot see certain reports in the BackOffice. | 1. Go to the employee's profile in the BackOffice ('Employees' > [Employee Name]).
2. Check the 'Access Control' section and ensure 'Limit BackOffice Access' is not restricting the reports they need to see. Adjust permissions as necessary. |
Employee sees 'Invalid Credentials' or cannot log in to POS. | 1. Ensure the 'PIN' entered matches the 4-digit code in the 'BackOffice'.
2. Check that the employee is assigned to the correct 'Store'.
3. Tap 'Sync' on the POS login screen to pull the latest employee list. |
'Access Denied' error for a specific feature. | This happens if 'Cashier Access Control' is set to 'Require Manager Access'. A manager must enter their 'PIN' to proceed, or you must change the setting to 'Any Cashier' in the 'BackOffice'. |
'Manager PIN' is not working to authorize a discount. | Only employees with the 'Store Manager' box ticked in their profile can authorize actions. Ensure the person entering the PIN has 'Manager' status. |
'PIN' sync issues between different iPads/Registers. | If a new 'PIN' works on one device but not another, tap 'Sync' on all devices to ensure the 'Employee Database' is updated everywhere. |
FAQs
1. What is the difference between 'Cashier' and 'Store Manager' access?
A 'Cashier' needs manager approval (PIN) for certain actions on the POS app, like discounts or refunds. A 'Store Manager' can perform these actions without needing another manager's PIN.
2. Can an employee have different access levels for different stores?
Yes, you can assign an employee to multiple stores and their 'Cashier Access Control' will be determined by the settings for each specific store. However, their 'BackOffice' access is global for their profile.
3. What if an employee forgets their PIN?
You can easily reset or change an employee's 'PIN' in the BackOffice by editing their employee profile.
4. If I delete an employee, what happens to their past sales data?
Deleting an employee removes their login access. Their past sales and activity records will still be visible in reports and the 'Activity Log', linked to their name.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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