Delegate tasks with seamless ease. As your staff members grow with your business, you can assign permissions tailor-fit to their responsibilities. Allow some to only take orders, but let others add discounts, give refunds and cash up.
You get full control over what changes your staff can make and which parts of Lightspeed they have access to.
This guide covers how to manage permissions after you have added your staff as users.
What's in this guide?
Manage User Settings
1. From the Back Office, open the People page
2. Select the cog icon beside the user you want to edit
3. Once the user settings page opens, scroll down to User Management
Let's talk a bit more about these settings:
- PIN - This is the user’s PIN to access the POS. This is turned on by default and the PIN is 1111. To change the pin for your staff member simply enter in a new pin and Save. Whether or not the Is a pin required? is toggled to yes, staff will be prompted for their pin when clocking in & out.
Note - Track staff sales & performance easily by configuring your register to prompt users to log in with their PINs after every sale.
- Tags - Similar to reporting with tags you can easily filter your staff by tags when reporting - such as with the Time & Attendance report
For example, you could tag users as part-time or full-time or even by FOH or BOH to see your cost centres for labour reporting.
- Sites - If you have more than one site in this company, you can choose which sites users can access
- Is this user an admin? - When you grant admin access to a staff, they get access to all functions in the Back Office and Point of Sale. Naturally, not all staff would need this access since admin users can make changes that could affect all products, staff, and sites.
- Receive Billing Alerts - Switching this setting on for a user will mean that any future Lightspeed billing alerts where Lightspeed were unable to charge the card/account on file will be sent to the user. (switching this setting on does not give the user access to view invoices)
Note - You may need to toggle Is this user an admin? to No to if you cannot view the following settings.
Basic POS Permissions
By default, these basic permissions are enabled for each user you invite
POS Permission - This allows the user to access the POS. If this is off, the user won't appear as a user on the POS - great for accountants or stakeholders of a business who aren't actively selling.
Finish Sale - If you restrict a user from finishing sale, they will still be able to create orders, just not take payment for them.
Apply Adjustments - Allows a user to apply a price adjustment to a product or sales total in POS. (But if you have set up price adjustments to Require Discount Permission, then Apply Discounts under Advanced POS Permissions must be ticked.)
Edit Held Order - Allows a user to open and add items to or check out held orders. Users will not be able to delete held orders - they’ll need the Delete Held Orders permission for that. Printed items cannot be deleted.
Wastage - Allows a user to record wastage of stock ingredients or products from the POS.
Advanced POS Permissions
Apply Discounts - Allows a user to apply a custom discount or a price adjustment that needs discount permissions.
Delete Held Orders - Allows a user to delete held orders and printed items off any held order. If this is restricted, a user will still be able to delete an order not yet sent to production.
Money In/Out - Allows a user access to the 'Money In/Out' option on POS - useful for recording your float or petty cash.
POS Printing - Allows a user to see the printing tab on the left hand side. This allows users to troubleshoot the printing and access print options in POS.
Void / Return Sales - Allows a user to void or refund orders.
Change Price - Allows a user to override the price of an item on the POS
Finalised Takings - Allows a user to finalise takings. While finalising takings, users can either be able to view current takings or not - this is based on if they have the permission to View Current Takings.
Open Cash Drawer - Allows a user to open the cash drawer without processing a sale - useful for a manager correcting incorrect change given.
View Current Takings - Allows the user to see the current takings. Restricting this is useful when you want a user to be able to finalise takings but not see the recorded amounts during the current period. This ensures they submit exactly what they've counted before knowing what they needed to declare.
Edit Product Availability - Allows the user to set product availability limits. User can set the amount to limit the product to and whether the product is available at all.
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
Sites - Allows a user to access Sites, edit the Site Information, Registers, Add-Ons, Integrations and Printers Tab under the Site settings for their assigned sites.
Customers - Allows a user to add contacts, edit and delete customers or suppliers. If you restrict a user from Customers, the user will still be able to select and add new customers via POS.
Site Products - Allows users to access Site Products and select which products appear for their site on the POS
Reports - Allows a user access to Reports for their assigned sites.
Purchasing - Allows a user to access Purchases to send and receive purchase orders.
Loyalty Management - Allows users to manage loyalty programs for your business in back office.
Company - Allows a user to access Company Settings and adjust Company Details, Taxes, and Payment Types.
Manage Products - Allows a user to access the Products page to apply product changes that affect all sites.
This could be a major change that affects all sites so its good to err on the side of caution when assigning this permission.
Site Pricing - Allows users to update price lists for their site with the Price Lists add-on
Users - Allows a user to manage your staff from the back office. A user with this permission can grant the same level of permissions to another staff member.
Stocktaking - Allows a user to access Stock Count and perform a stocktake & adjust stock levels.
Lightspeed Payments Surcharge - Allows a user to adjust and control Lightspeed Payments surcharging.
Access Purchase - Allows a user to access your company’s Purchase account via the app switcher.
Manage Cost Price - Allows a user to edit the cost prices in Purchase when sending or receiving a purchase order. Also, it allows you to edit the Subject, To, From, Cc and Bcc fields of your Purchase Order emails.
Manage Recipes - Allows a user to create, edit and delete recipes, create new products or ingredients, as well as edit their unit of measure. Full control over Prep is also included, even if not selected.
Manage Prep - Allows a user to view recipes and their COGS as well as plan, start, finish or edit batches with batch notes or by creating a custom batch. Users will be able to view the reports available in the Batch history section.
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 on your company’s Insights account.
Build Insights - Allows a user to create custom reports on top of being able to view and share reports on your company’s Insights account.
Frequently Asked Questions
Who can change user permissions?
Naturally, site owners have access to change everyone’s user permissions.
Admin staff can also change everyone’s user permissions - except that of the site owner. They do, however, have access to change the site owner’s PIN.
Non-admin users who have been granted the Users permission from Back Office permissions will be able to grant the same level of permissions they have, to another staff member.
Do I need my staff’s email address to create a user profile?
When you include an email, the staff member will receive an email invite to update their profile picture, contact info, and change their PIN or password.
If you need to give them access to your Back Office, their email is required - but they will not get Back Office access unless you manually assign it to them.
What's my next step?
No more excel spreadsheets for you - start tracking your labour with the Time and Attendance Add-on. This will enable your staff to clock in & out on Lightspeed with their PIN.
Make the most of your stock and products. Record wastage so you’re always aware of what gets wasted, who has wasted it, and why.
Did you know that you can organise your store layout and assign orders to tables? The Tables add-on allows your staff to see at a glance: which tables have pending orders, what those orders are, and which tables have been waiting too long. Give it a go!
All set with your payment provider? Explore different payment options for your store.