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Managing User Permissions

As your staff members grow with your business, you can assign permissions tailor-fit to their responsibilities. Allowing some to only take orders, and view some reports is ideal for accountants or business stakeholders who aren't actively selling.

You get full control over what changes your staff can make and which parts of Lightspeed they have access to and delegate tasks with seamless ease.

This guide covers how to manage permissions after you have added your staff as users.



What's in this guide? 

Manage user settings | 1 minute

Basic POS permissions

Advanced POS permissions

Back Office permissions

Lightspeed Payments permissions

Purchase permissions

Produce permissions 

Insights permissions

What's next?

Frequently asked questions

Before you begin

You'll need:

  • Log in to your Back Office to manage the permissions of your staff that you've already added.


Manage user settings

  1. From your Back Office, open the People page.


  1. Click the cog icon beside the user you want to edit to open the User Settings page.


  1. Configure the user’s permissions based on the features you’d like them to be able to access. 

Permissions are grouped into multiple categories: Basic, Advanced, Back Office, Purchase, Produce, and Insights. 


Basic POS Permissions 


By default, these basic permissions are automatically enabled for each user you invite:

POS Permission - Allows a user to access the POS. If disabled, the user won't appear on the POS (e.g. for accountants or other stakeholders who aren't actively selling).

Edit Held Order - Allows a user to open, add items to, and check out held orders. Note: To delete held orders, users also need the “Delete Held Orders” permission. 

Finish Sale - Allows a user to take payment for sales. If disabled, the user will still be able to create orders, but they won’t be able to complete them.

Wastage - Allows a user to record wastage of stock ingredients or products from the POS.

Apply Adjustments - Allows a user to apply price adjustments to a product or sales total in POS. Note: To apply price adjustments that require discount permission, a user must also have the “Apply Discounts” permission enabled.


Billing Permissions 

To update the payment method for your Lightspeed O-Series site, you'll need to be the Site Owner, however, there is a function that will allow billing alerts to be sent to other admin users on your site.

Enabling the 'Receive Billing Alerts' button allows users to receive billing notifications around issues with processing payments for your Lightspeed O-Series subscription and will also receive emails with Invoices attached. 



Advanced POS Permissions


Apply Discounts - Allows a user to apply price adjustments or discounts that require discount permissions.

Change Price - Allows a user to override the price of an item on the POS

Delete Held Orders - Allows a user to delete held orders and printed items off any held order. If disabled, the user will still be able to delete an order not yet sent to production.

Finalised Takings - Allows a user to finalise takings. Note: A user’s ability to view current takings is based on the “View Current Takings” permission.

Money In/Out - Allows a user access to the Money In/Out on the POS for tracking your float or petty cash.

Open Cash Drawer - Allows a user to open the cash drawer without processing a sale (e.g. for a manager to fix incorrect change).

POS Printing - Allows a user to see the printing tab on the POS three-bar menu that .allows users to troubleshoot and access printer options.

View Current Takings - Allows a user to see the current total recorded takings. Disabling this will hide that amount when a user finalises their takings to ensure they count the actual takings present.

Void / Return Sales - Allows a user to void or refund orders.

Edit Product Availability - Allows a user to set product availability limits and disable products.

Reprint Dockets - Allows the user to reprint open, closed, and account sale orders up to 12 hours after they have been placed.


Back Office Permissions

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Sites - Allows a user to access Sites and edit the Site Information, Registers, Features, Integrations and Printers tabs under the Site settings for their assigned sites.

Company - Allows a user to access Company Settings and change company details, taxes, and payment types.

Customers - Allows a user to add, edit, and delete contacts, customers, and suppliers. If disabled, the user will still be able to select and add new customers via the POS.

Manage Products - Allows a user to access the Products page and make product changes that affect all sites. Note: Use caution when assigning this permission, as it enables users to make major changes to all your sites

Site Products - Allows a user to access Site Products and select which products appear for their site on the POS.

Site Pricing- Allows a user to update price lists for their site with the Price Lists add-on.

Reports - Allows a user to access Reports for their assigned sites.

Users - Allows a user to manage your staff from the Back Office. Users with this permission can grant other staff members the same permission level.

Stocktaking - Allows a user to access Stock Count, perform stocktakes, and adjust stock levels.

Unassign Registers - Allows a user to unassign or recycle POS registers.


Lightspeed Payments Permissions


Manage Lightspeed Payments - Allows a user to adjust and control settings for Lightspeed Payments from the Back Office.

Process MOTO Transactions - Allows a user to checkout orders with the MOTO payment option on the POS.

Enable the Lightspeed Payments feature to view this permission section.


Purchase Permissions


Access Purchase - Allows a user to access your company’s Purchase account via the app switcher.

Manage Cost Price - Allows a user to edit cost prices in Purchase when sending or receiving a purchase order. It also allows you to edit the Subject, To, From, Cc, and Bcc fields of Purchase Order emails. 


Produce Permissions


Manage Recipes - Allows a user to create, edit, and delete recipes, create new products and ingredients, and edit their units of measure. Full control over the Prep tab in Produce is also included, even if not separately selected as a permission. 

Manage Prep - Allows a user to view recipes and their cost of goods sold, to plan, start, finish and edit batches with batch notes, and to create custom batches. Users will be able to view the reports available in the Batch history section.


Insights Permissions 


View Insights - Allows a user to access your company’s Insights account via the app switcher. The user will only be able to view reports/dashboards.

Share Insights - Allows a user to view and share reports/dashboards from your company’s Insights account. 

Build Insights - Allows a user to create custom reports and to view and share reports from your company’s Insights account. 


What's next?

No more spreadsheets - start tracking your labour with the Time and Attendance Add-on. This will enable your staff to clock in and out on the POS with their PIN.


Frequently asked questions

Who can change user permissions?

Site owners can change everyone’s user permissions.

Admin staff can change all users’ permissions except for those of the site owner. However, they can change the site owner’s PIN.

Non-admin users with the “Users” Back Office permission can grant another staff member the same level of access.


Why can't I see the list of permissions that I can grant to my staff?

You may need to toggle the Is this user an admin? to No, to view the list settings.

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