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.
Note: If you change an employee's PIN, you must sync the POS app before the new PIN will work. Log in to the POS using the old PIN or a Manager PIN, then tap 'Sync'. Once the sync is completed, the employee can log in with their new PIN.
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.
What Each Cashier Permission Does
These are the features you can control on the 'Cashier Access Control' tab (go to 'Settings', then click 'Stores', click your store's name, and open the 'Cashier Access Control' tab), and what each one covers on the POS app:
Cashier Access Control Features | Permission Provided |
Delete Item from a New Order | Who can remove an item from an order that has not been saved yet. |
Delete Item from a Saved Open Order | Who can remove an item after the order has been saved, for example from an open table bill. |
Refund | Who can refund a completed transaction. Set it to 'Require Manager Access' if you want a manager PIN before any refund goes through. |
Cancel | Who can cancel an order at the register. Many merchants call this voiding a transaction. Philippines stores may see this control named 'Void' instead of 'Cancel'. |
Discount | Who can apply a discount to an order. |
Re-print/Re-send Receipt | Who can print a receipt again, or send it to the customer again. |
Open/Close Shift | Who can open a shift at the start of the day and close it at the end. Set it to 'Require Manager Access' if only a manager should close the shift. |
View/Manage Transactions | Who can open the list of past transactions on the POS app to view or act on them. |
Customer Info Access | Select 'Yes' to view the customer profile in the POS app, or 'No' to disable the access. |
Open Cash Drawer When Opening and Closing Shift | Select 'Yes' to automatically open the cash drawer when opening or closing a shift, or 'No' to disable it. |
Print shift report after closing shift | Select 'Yes' to print the shift report automatically every time a shift is closed, or 'No' to skip the automatic print. |
View POS Settings | Who can open the settings screen on the POS app. |
Manually Approve Transaction | Who can manually approve a transaction paid through an integrated payment option on the POS app. Set it to 'Require Manager Access' if only a manager should do this. |
Face Capture | Turn the staff photo capture on or off.
For more on 'Face Capture' and shift reports, see How to Set Up Employee Security and Shift Reports on POS. Your BackOffice may show more features on this tab than the ones listed here. |
Control Who Can Cancel or Void a Transaction
If a cashier cannot cancel or void a sale, or the manager's code is rejected, you have two options.
Option 1: Give that one employee manager rights: click 'Employees', click their name, tick 'Store Manager' under 'Access Control', then click 'Save'.
Option 2: Allow every cashier at that store: go to 'Settings', then click 'Stores', click your store's name, open the 'Cashier Access Control' tab, set 'Cancel' to 'Any Cashier', click 'Save', then tap 'Sync' on your POS app.
Philippines stores may see this control named 'Void' instead of 'Cancel'. Cancelled orders are recorded in your Activity Log, so you can see who cancelled a sale and when.
Control Who Can Reprint a Receipt
Limiting who can reprint receipts helps protect your business, because reprinted receipts can be misused. To control who can reprint or re-send a receipt:
1. In your BackOffice, go to 'Settings', then click 'Stores'.
2. Click your store's name, then click the 'Cashier Access Control' tab.
3. Find 'Re-print/Re-send Receipt' and select 'Any Cashier' or 'Require Manager Access'.
4. Click 'Save', then tap 'Sync' on your POS app.
A manual reprint after a sale is recorded as a 'Reprint Receipt' action in your Activity Log, so you can see who reprinted a receipt and when.
Control Who Can Close a Shift and Print the Closing Report (Z Reading / X Reading)
The closing report is also called the shift report, and many Philippines merchants call these reports the Z Reading and the X Reading.
Two settings on the 'Cashier Access Control' tab control your closing routine (go to 'Settings', then click 'Stores', click your store's name, and open the 'Cashier Access Control' tab):
'Open/Close Shift': Select 'Any Cashier' to let any staff member open or close a shift, or 'Require Manager Access' so a manager must enter their PIN first.
'Print shift report after closing shift': Select 'Yes' to print the shift report automatically every time a shift is closed, or 'No' to skip the automatic print.
Click 'Save', then tap 'Sync' on your POS app.
To print the shift report again from the POS app, open the 'Sales Report' page and tap 'Print Shift Report'. The signed-in employee needs 'Store Manager' access to see the 'Sales Report' option. For more detail, see How to Set Up Employee Security and Shift Reports on POS.
Note:
You can only print the last shift report if you have not opened a new shift. Once a new shift is started, the previous report can no longer be printed from the POS app. However, you can still view previous shift reports in the BackOffice by going to 'Reports', then selecting 'Shifts'.
Understanding Permission Levels
What an employee can see or do depends on the role you assign to them in their settings. Refer to the table below to understand the different levels of access:
Role | POS App Access | BackOffice Access |
'Cashier' | Everyday sales. Needs a Manager PIN for any action you set to 'Require Manager Access' on the 'Cashier Access Control' tab, for example a refund or a discount. | None, unless you tick 'BackOffice' in their profile. |
'Store Manager' | Everyday sales, plus the actions set to 'Require Manager Access'. Can approve those actions for a 'Cashier'. | None, unless you tick 'BackOffice' in their profile. |
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)
'Timesheets' (clock-in and clock-out records for your staff)
'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. An employee who has general access to 'Reports' also has access to the 'Tax Report' page.
4. To control which stores an employee can see Sales Reports for, click 'Employees', click the employee's name, and set their permissions under each store's section.
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
Problem | 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. |
I changed the password (PIN) for the cashier access and now the cashier cannot log in or clock in. | The POS app has not synced yet. Log in to the POS app with the old employee PIN, tap 'Sync', and the new 4-digit PIN will work. |
Employees cannot log in to the BackOffice. | Check if BackOffice permission is granted for them. You must tick the 'BackOffice' box in their profile. If unticked, they cannot log in. |
'Products' or another side menu is missing when an employee logs in to the BackOffice. | Their access may be limited. Click 'Employees', click the employee's name, and review the 'Limit BackOffice Access' list. Tick the sections you want them to see, then click 'Save'. |
Employees cannot see certain reports in the BackOffice. | 1. Go to the employee's profile in the BackOffice, click 'Employees', then click the Employee's Name.
2. Check the 'Access Control' section and ensure 'Limit BackOffice Access' is not restricting access for Reports. Adjust permissions as necessary. |
Cashier access denied for a specific action on the POS app (e.g., apply a discount). | 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'.
To check the 'Cashier Access Control' settings for that store, go to 'Settings', then click 'Stores', click your store's name, and open the 'Cashier Access Control' tab. |
My cashier cannot reprint a receipt for a customer. | Check the 'Re-print/Re-send Receipt' setting on the 'Cashier Access Control' tab (go to 'Settings', then click 'Stores', then click your store's name). If it is set to 'Require Manager Access', a manager must enter their PIN, or you can change it to 'Any Cashier'. Click 'Save', then tap 'Sync' on the POS app. |
'Manager PIN' is not working to authorize a discount, a void/cancel, or a refund (the manager's code is rejected). | The person entering the PIN must have the 'Store Manager' box ticked in their profile. Click 'Employees', click their name, and check the 'Access Control' section.
If you have just ticked 'Store Manager' or changed that manager's PIN, tap 'Sync' on the POS app before trying again. |
'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 any action you set to 'Require Manager Access' on the 'Cashier Access Control' tab, for example 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 applies to their whole profile, not to one store.
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. Sync the POS with a Manager PIN before the employee can log in with the new PIN.
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.
5. How do I assign an employee to two different stores?
Edit their profile under 'Employees' and tick all the 'Stores' they are assigned to. They can then log in to the POS at any of those stores
6. Why should I give every staff member their own employee account instead of sharing one login?
Individual employee accounts let you track who made each sale and who approved discounts or refunds in your 'Activity Log'
7. How do I give a cashier access to void or cancel a transaction?
You have two options.
Option 1: Give that one employee manager rights: click 'Employees', click their name, tick 'Store Manager', then click 'Save'.
Option 2: Allow every cashier at that store: go to 'Settings', then click 'Stores', click your store's name, open the 'Cashier Access Control' tab, set 'Cancel' to 'Any Cashier', click 'Save', then tap 'Sync' on the POS app.
8. Can a cashier close the shift and print the Z Reading or X Reading without a Manager PIN?
It depends on your 'Open/Close Shift' setting on the 'Cashier Access Control' tab. If it is set to 'Require Manager Access', a manager must enter their PIN before the shift can be opened or closed. To print reports from the 'Sales Report' page on the POS app, the signed-in employee needs 'Store Manager' access.
9. How can I check if my cashier has already done the closing?
Go to the BackOffice, select 'Reports', then click 'Shifts'. Today's shift report will be displayed there. If no report appears, the shift has not been closed yet.
10. Can I give an employee access to Timesheets only, so they cannot change anything else in the BackOffice?
Yes. Click 'Employees', click their name, tick 'BackOffice', then tick 'Limit BackOffice Access' and untick every section except 'Timesheets'. Click 'Save'.
11. Can a manager view staff clock-in and clock-out times?
Yes. In your BackOffice, click 'Employees', then click 'Timesheets' to see when each employee clocked in and clocked out. The person viewing it needs 'BackOffice' ticked in their profile, and if you have also ticked 'Limit BackOffice Access' for them, 'Timesheets' must stay ticked in their list.
12. Can my cashiers change stock levels from the POS app?
Yes, provided the product uses simple inventory and the cashier has the correct permissions:
The cashier employee profile must have 'BackOffice' checked.
If 'Limit BackOffice Access' is enabled, ensure 'Manage Products, Modifier & Suppliers' is also selected.
To change stock levels, open the POS app, access the side menu, and select 'Manage Products'. For more details, See How to Manage Products on POS.
Note: It is best practice to manage inventory in the BackOffice rather than the POS app. Learn more in How to Set Up and Track Product Inventory in the BackOffice.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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