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Managing employee roles

You can use employee roles to group and limit your employees' levels of access in your Retail account. For example, you might want to disable access to the Reports section for employees with the Associate role. Because multiple employees can be assigned to the same employee role, you'll also save time by not having to set or edit permissions for every individual employee.

Should an employee need their own set of permissions, you can give them a Custom employee role and set their permissions from within their employee account.   

When adding new employee roles, also keep in mind the following: 

  • You can add up to 21 custom employee roles.
  • Every employee role you add needs to have a unique name.
  • Only unassigned employee roles can be archived.
  • Default roles (e.g. Owner or Admin) can't be archived.

Adding an employee role

  1. From the main menu, click Settings > Employee Roles.Setttings page with Employee roles highlighted.
  2. Click + New Employee Role.Employee roles page with new employee role button highlighted
  3. Name the new role.
  4. Configure the permissions of the employee role (see the table below).
  5. Click Save Changes.Employee roles page with save changes highlighted.

Editing an employee role

  1. From the main menu, click Settings > Employee Roles.
  2. Click the employee role you want to edit.
  3. Enable or disable the desired permissions (see the table below).
  4. Click Save Changes.

Employee role permissions 

Employee role Description
General - All Enables or disables all General permissions.
External login Can log into Lightspeed Retail from any device connected to the internet when the Lightspeed Retail session is closed. A user without external login rights can only log into Lightspeed Retail using their access PIN locally when the application is open.
  • Can access the Reports area.
  • Can access Home (with the Margin and Profit KPIs hidden).
Edit employee time clock entries Can edit clock in/out entries of other employees.

Can access the Service area.

Allow record merging  Can merge customer records.
Sales - All Enables or disables all Sales permissions.
Sales Can access the Sales area. Disabling this option prevents the user from making sales.
Sales - Refund Can process a refund.
Sales - Open Register Can open a register (till) to process sales and refunds. This does not apply to a user’s ability to physically open a register.
Sales - Register Withdraw Can withdraw money from a register.
Sales - Close Register Can close a register.
Sales - Change Prices Can change the prices of items. If this is enabled and the employee has inventory access, they can change an item’s price from the item settings for all subsequent sales, and also directly from a sale, which affects the item price for that sale only. If the employee does not have inventory access, they can only change an item’s price for a sale.
Sales - Import Catalog Item Can import items from catalogs to the local inventory from the Sales screen.
Sales - Layaways & Special Orders Can create layaways & special orders.
Sales - Line Only Discount Can apply a discount to individual line items.
Sales - Complete a Sale without selecting a Serial number Can complete a sale without selecting a product serial number.
Sales - Entire Sale Discount Can apply discounts to an entire sale.
Sales - Allow Creation of New Serial Number at Checkout Can create a new product serial number during the checkout.
Sales - View Customer Sales From Other Shops When Location Restricted Can view customer sales history from locations the user is restricted from.
Inventory - All

Enables or disables all Inventory permissions.

Inventory - Basic

Can access the Inventory area. Can also add serial numbers during the sale of serialized items.

Inventory - Show quantity-on-hand for all locations

Can see the quantity-on-hand (QOH) of an item in all locations regardless of their location access. If enabled, the QOH of an item in all locations displays when:

  • Searching for items at the register
  • Searching for items in your inventory
  • Searching for items in work orders
  • Exporting your inventory

If disabled, can only see the QOH of an item in locations that they have access to.

Inventory - Create transfer in all accessible locations

Can transfer stock between any available location.

Inventory - Product Cost
  • Can view, edit and export item cost. 
  • Can view the Margin and Profit KPIs in Home if also have Reports enabled.
  • Can see the Cost column in Inventory Count Shrinkage reports.

Requires Inventory - Basic enabled.

Inventory - Product Create & Edit

Can create new items or edit existing items. This is required for more advanced permissions that add or remove inventory. Can also edit existing serial numbers.

Requires Inventory - Basic and Inventory - Product Cost enabled.

Inventory - Special Orders

Can view existing special orders.

Requires Inventory - Basic enabled.

Inventory - Purchase Orders

Can create and edit purchase orders.

Requires Inventory - Basic enabled.

Inventory - Purchase Orders - Add Received to Inventory

Can add received items in purchase orders to inventory.

Requires Inventory - Basic and Inventory - Purchase Orders enabled. 

Inventory - Purchase Orders - Add partially Received serial numbers to Inventory

Can add serial numbers from partially received purchase orders to inventory.

Inventory - Vendor Returns

Can access and send vendor returns.

Requires Inventory - Basic, Inventory - Product Cost, and Inventory - Product Create & Edit enabled.

Inventory - Counts

Can create inventory counts and enter count data.

Requires Inventory - Basic enabled.

Inventory - Counts - Reconcile

Can reconcile an inventory count.

Requires Inventory - Basic enabled. 

Inventory - Transfers

Can create, build and receive transfers between locations. Transfers are only available in multi-store accounts.

Requires Inventory - Basic enabled. 

Inventory - Transfers: Send stock for transfer

Can send items in transfers between locations.

Requires Inventory - Basic enabled. 

Inventory - Import Images and Items

Can import both items and item images into inventory.

Requires Inventory - BasicInventory - Product Cost, and Inventory - Product Create & Edit enabled.

Inventory - Vendors

Can edit vendors.

Requires Inventory - Basic enabled. 

Inventory - Categories Can edit categories.
Inventory - Brands Can edit brands.
Inventory - Tags Can edit tags.
Inventory - Vendor Return Reasons

Can edit vendor return reasons.

Requires Inventory - Basic, Inventory - Product Cost, and Inventory - Product Create & Edit enabled.

eCom - All Enables or disables all eCom permissions.
eCom - Basic Can access eCom from the main menu drop-down.
Customers - All Enables or disables all Customers permissions.
Customers - Basic Can access the Customers area. Can also edit existing serial numbers.
Customers - Export

Can export customer data from the following areas:

  • Customers section
  • Credit Accounts section
  • Gift Cards section
  • Customers section of submenu of items
  • Customer & Item report
Customers - Credit Limit Can set credit limits for customers.
Customers - Customer Deletion Can delete customer accounts and anonymize customer data in entire Retail account.
Customers - View Gift Card Numbers Can see full gift card numbers instead of just the last four digits.
Customers - Export Gift Card Data Can export a list of gift card data including names, balances, and gift card codes.
Payments Reports - All Enables or disables all Payments Reports permissions.
Report - Card Sales and Payouts Can access card sales and payouts report.
Settings - All Enables or disables all Settings permissions.
Settings - Basic Can access the Settings area.
Settings - Setup Shops Can access Locations under Settings.
Settings - Employee Setup Can access Employee Setup and Employee Roles under Settings.
Settings - Employee Account Deletion Can delete employee accounts and anonymize employee data in entire Retail account.
Settings - Sales Setup Can set price rules, discounts, payment types, and taxes.
Settings - Void Sales

Can void transactions.

Settings - Pricing Can access inventory-related settings under Settings.
Settings - Financial Services

Can access Lightspeed Payments and Lightspeed Capital.


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