How to Modify Staff Permissions in Ficos: A Guide for Store Owners

How to Modify Staff Permissions in Ficos: A Step-by-Step Guide for Store Owners #

Keeping the right people in the right roles is essential for protecting your business and simplifying operations. Ficos gives shopkeepers full control over who can access sensitive reports, manage stock, process payments, or issue refunds. Whether you’re onboarding a new team member or updating access for an existing one, modifying staff permissions in Ficos is simple and secure.

This guide will walk you through the entire process of modifying staff permissions in a way that’s optimized for real-world retail needs.

Understanding Role-Based Permissions in Ficos #

Each staff member in Ficos is assigned a role—such as Cashier, Inventory Manager, or Administrator. These roles are preset with default permissions, acting as permission templates. However, once a staff member is added, you can override the defaults and fine-tune their access anytime using the permissions editor.

Modifying permissions allows you to:

• Restrict access to sensitive areas like financial reports or supplier records.
• Empower staff with exactly the tools they need to do their job.
• Maintain store security and operational efficiency.

Step-by-Step: How to Modify Staff Permissions in Ficos #

Step 1: Navigate to Business Manager #

• Log into your Ficos account using your store owner or admin credentials.
• From the main dashboard, scroll until you find the “Business Manager” section.

Step 2: Access the Staff Management Area #

• In Business Manager, swipe through the options horizontally.
• Tap the “Staff” module to access staff-related tools and records.

Step 3: Locate the Staff Member #

• Scroll through the staff list or use the search bar to find the specific team member you want to edit.
• Tap their name to open the staff profile and view their current details and assigned role.

Step 4: Scroll to Permissions and Tap “Modify Permissions” #

• On the staff detail page, scroll down until you see the “Permissions” section.
• Tap the “Permissions” button or icon to enter the permissions configuration dialog.

Step 5: Adjust Permissions #

• A dialog will appear showing all available permissions grouped by module (e.g., sales, inventory, staff, reports).
• Use toggle switches to enable or disable each permission based on the staff member’s responsibilities.
• Changes are applied in real-time once saved. Be sure to review the toggles carefully.

Step 6: Save Your Changes #

• After making adjustments, tap “Save” or confirm the dialog (depending on app version).
• The staff member’s access will update immediately across the system.

Tips for Modifying Permissions Safely #

• Use roles as a starting point: Assign a base role (like “Cashier”), then fine-tune as needed.
• Limit sensitive access: Avoid granting access to reports, expense management, or staff tools unless absolutely necessary.
• Apply the principle of least privilege: Only grant access to the exact functions a staff member needs to perform.
• Review permissions regularly: Especially after promotions, staff departures, or new store policies.
• Keep an audit trail: Use Ficos’ activity logs to track who changed permissions and when.

Real-World Scenarios Where You Might Adjust Permissions #

• New Hire Setup: Assign a basic role like “Cashier” and disable refund or discount access until trust is established.
• Role Promotion: A staff member becomes a supervisor—enable access to staff attendance or sales reports.
• Temporary Project: A seasonal worker needs access to inventory adjustment tools for two weeks only.
• Privacy Controls: Remove staff’s ability to view other employees’ sales performance or commissions.

Helpful Internal Resources #

• How to Add a Staff Member in Ficos
• Retailer Roles & Permissions Reference
• Introduction to Ficos Dashboard

Glossary of Terms #

• Permissions: Specific features or tools a staff member can access (e.g., add product, view reports).
• Roles: Preset permission templates (e.g., Cashier, Inventory Manager) that define access boundaries.
• Business Manager: A central admin section in the Ficos dashboard where you can manage staff, products, reports, and more.
• Staff Profile: The screen showing details of a staff member, including their name, email, role, and permissions.
• Toggle Switch: A UI element that lets you turn permissions on or off with a simple tap.
• Activity Logs: An audit tool showing what actions staff members have performed, and any changes to permissions.
• Permission Dialog: A popup or screen in Ficos that allows you to edit the specific permissions granted to a user.

Conclusion #

Staff permissions are your store’s digital keys—make sure they’re in the right hands. By learning how to modify permissions in Ficos, you stay in control of your business while empowering your team with the tools they need. Review permissions regularly and adjust access whenever roles or responsibilities evolve.

Need help? Check out our Ficos documentation center or contact support.

What our clients say #

I have managed to track my expenses better and been able to budget and plan better

Nayebare Jenuario #

★★★★★

Business has never been managed better on an app than with Ficos! No hardware costs, no implementation costs, the LOWEST cost of ownership and business intelligence at your finger tips! Thx Ficos team

Fort High #

★★★★★

Excellent app Very useful for business

Christian TABARO #

★★★★★