System User Groups
All of your team members who will be using the point of sale system or who will be working on your website will need to have individual login accounts. This training will show you how to set up different levels of permission and access to the system by creating user Groups. After you have made your Groups, you can begin adding Users to them, and this is all quite easy once you see how it works.
You can get to this part of the system by clicking on the gear-shaped button on the right side of the blue Admin Toolbar and clicking on Users > Groups.
You can access your Groups area by clicking on the Users button in the Admin Toolbar on the left and then clicking on Groups in the Website Administration area.
You can create new Groups or edit existing Groups here. To edit a Group, click on its Title. You can click the New Group button to create a new one and configure the parts of the system Group members will be able to access. Any group except for the Administrators Group can be deleted by clicking the Delete button on the right side of its title bar.
Creating New Administrative Groups
When you click the New Group button or when you click the Title of an existing Group, you will see something like this:
- Title - Enter the Title you want for the user group.
- General Access - Check the boxes for the major parts of the system you want the user Group to have access to edit and add to. So for example, if you're making a Group for your Cashiers, they most likely will not need to edit Website content or work with system Settings, so you would leave those un-checked. The example used here is for Sales Clerks, so leaving all of the boxes in this section un-checked is not uncommon. NOTE: The area titled 'Social' is actually the Marketing part of the system in the blue Admin Toolbar. Also, the Mobile area is our older mobile site architecture. If you are a newer client or if you have upgraded to our Responsive site architecture, you are using the newest mobile friendly version already built into your normal website areas, so this area will not be of use to you.
- Product Module - Check this box if there are parts of the Product Module the user group will need to be able to edit. Just checking the main box will allow the user to search products from the Products > Products page. For our example, occasionally a Sales Clerk will need to add a new product or manually adjust the inventory of a product, but the other areas are not ones they need access to edit.
- Point of Sale - Checking this box will enable the basic permissions for the point of sale Register, including access to Work Orders, Layaways, Special Orders, and Rentals. To continue our example, Sales Clerks in our sample organization would need a manager to process voids and refunds, but would be able to change payment methods in completed transactions (to correct mistakes) and would also be able to adjust product prices in the register and apply discounts.
- Report Locations - If you have multiple locations, you can restrict the Group to whatever location they should have access to and not any others.
- Reports - Some reports contain data you might not want your employees to see, such as your profit margins, total earnings, etc. To continue our example, the End of Day report is a great one for referencing transactions that have been completed recently, and limiting it to 7 days will not give an employee to large of a view of the company's earnings. If a customer asks when a certain item will be in stock, it is useful for the sales clerk to be able to view the Ordered Inventory report. If you run classes, it will be necessary for your sales clerks to view the Classes report to check on seating availability and look up names of those registered. Finally, the Waiting Lists report will show products and classes that have waiting lists, and the sales clerk can check and see if someone is waiting for an item or class.
- Customers - If this option is checked, the user will be able to access the Customer database and look up any info needed for a customer, including purchase history. For our example, giving Sales Clerks the ability to add new customers and edit customer information is a necessary level of permission. The other areas are things that usually managers do.
- Purchase Orders and Receiving Orders - Checking the box for this option will allow users to access the modules for Purchase Orders and Receiving Orders. For our example, allowing sales clerks to View Only for both POs and ROs makes sense, since it is unlikely they would be doing the ordering or receiving.
- Pages - If the user group will be editing web pages, or creating content for pages, check each page that would apply. For our example, the Sales Clerks group would not need access to work directly with any part of the website system, so all pages in the list will remain un-checked.
Once you are done setting your permissions for the user group, go to the bottom of the page and click the Save button. Once a group has been saved, whenever you create a new User account, you will have the option of adding the user to the new group.