The advantages of employee roles is their flexibility and time-saving capabilities. You can edit them at any time and when you do, the changes you make apply to all of their associated employees accounts in just one click.
To edit an employee role:
- From the main menu, click Settings > Employee Roles.
- Click the employee role you want to edit.
- Enable or disable the desired permissions (see the table below).
- Click Save Changes.
Employee role permissions
| 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. |
| Reports |
|
| Edit employee time clock entries | Can edit clock in/out entries of other employees. |
| Manager Override |
Can manually enter identification details for items that require age verification. |
| Service | Can access the Service area. |
| 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 - Entire Sale Discount | Can apply discounts to an entire sale. |
| 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 (beta) |
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:
If disabled, can only see the QOH of an item in locations that they have access to. Beta disclaimer: At this time, this permission is only available in your account if you're participating in the public beta for multi-location employee restrictions. To join this beta and gain access to this permission, please email retail.team@lightspeedhq.com. |
| Inventory - Product Cost |
Description
Prerequisite
|
| Inventory - Product Create & Edit |
Description 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. Prerequisites
|
| Inventory - Special Orders |
Description Can view existing special orders. Prerequisite
|
| Inventory - Purchase Orders |
Description Can create and edit purchase orders. Prerequisite
|
| Inventory - Purchase Orders - Add Received to Inventory |
Description Can add received items in purchase orders to inventory. Prerequisites
|
| Inventory - Vendor Returns |
Description Can access and send vendor returns. Prerequisites
|
| Inventory - Counts |
Description Can create inventory counts and enter count data. Prerequisite
|
| Inventory - Counts - Reconcile |
Description Can reconcile an inventory count. Prerequisite
|
| Inventory - Transfers |
Description Can create, build and receive transfers between locations. Transfers are only available in multi-store accounts. Prerequisite
|
| Inventory - Transfers: Send stock for transfer |
Description Can send items in transfers between locations. Prerequisite
|
| Inventory - Import Images and Items |
Description Can import both items and item images into inventory. Prerequisites
|
| Inventory - Vendors |
Description Can edit vendors. Prerequisite
|
| Inventory - Categories | Can edit categories. |
| Inventory - Brands | Can edit brands. |
| Inventory - Tags | Can edit tags. |
| Inventory - Vendor Return Reasons |
Description Can edit vendor return reasons. Prerequisites
|
| 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 - 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. |
| Payments Reports - All | Enables or disables all Payments Reports permissions. |
| Report - Settlements | Can access the Settlements 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 - Register Rules |
Can add, configure and archive register rules. |
What's next?
If you've made significant edits to your employee roles, remember to reassign your employees to a more suiting employee role if necessary. For more information, please see our Adding employees article.