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Adding and editing employee roles

The first step to configuring your employee settings is to define a well-structured set of employee roles under Settings Employee Roles. Employee roles are used to group and limit your employees by levels of access in your account. For example, you might want to disable access to reports for your associates. You can also edit employee roles at any time. When you do, the changes you make in an employee role apply to all of the employee accounts that are assigned to it in just one click.

To help you get started, your account includes four built-in employee roles: Owner, Admin, Manager and Associate. Although they're included, we encourage you to add employee roles that make the most sense for your business. If you do, we recommend giving your new employee roles unique and meaningful names (e.g. Summer Intern or Floor Manager). Also, keep in mind the following rules surrounding employee roles: 


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


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. We'll cover this in the next article in this section (Adding employees).


Add employee roles

  1. From the main menu, select Settings > Employee Roles.
  2. Select + New Employee Role.
  3. Give the employee role a unique and meaningful name (e.g. Summer Intern).
  4. Set the permissions of the employee role (see the table under Employee role permissions below).
  5. Select Save Changes.
  6. Repeat the above steps until you've added all your employee roles.


Edit employee roles

  1. From the main menu, select Settings > Employee Roles.
  2. Select the employee role you want to edit.
  3. Enable or disable the desired permissions (see the table below).
  4. Select Save Changes.
  5. Repeat the above steps until you've edited all your employee roles.



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.
  • 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.
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:


  • 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.

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


  • 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.


  • Inventory - Basic 
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.


  • Inventory - Basic 
  • Inventory - Product Cost
Inventory - Special Orders


Can view existing special orders.


  • Inventory - Basic 
Inventory - Purchase Orders


Can create and edit purchase orders.


  • Inventory - Basic 
Inventory - Purchase Orders - Add Received to Inventory


Can add received items in purchase orders to inventory.


  • Inventory - Basic
  • Inventory - Purchase Orders
Inventory - Vendor Returns


Can access and send vendor returns.


  • Inventory - Basic 
  • Inventory - Product Cost
  • Inventory - Product Create & Edit
Inventory - Counts


Can create inventory counts and enter count data.


  • Inventory - Basic
Inventory - Counts - Reconcile


Can reconcile an inventory count.


  • Inventory - Basic 
Inventory - Transfers


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


  • Inventory - Basic
Inventory - Transfers: Send stock for transfer


Can send items in transfers between locations.


  • Inventory - Basic 
Inventory - Import Images and Items


Can import both items and item images into inventory.


  • Inventory - Basic
  • Inventory - Product Cost
  • Inventory - Product Create & Edit
Inventory - Vendors


Can edit vendors.


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


Can edit vendor return reasons.


  • Inventory - Basic
  • Inventory - Product Cost
  • Inventory - Product Create & Edit


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.


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 (beta)

Can add, configure and archive register rules.


What's next?

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