Staff Roles & Permissions Reference: A Practical Guide for Shopkeepers #
Managing your retail store effectively begins with understanding the roles and permissions defined in your Ficos system. Whether you are a shop owner or a retail manager, knowing which functions each role can access is essential for maintaining smooth operations.
The default roles serve as templates for access control. The tables below detail which permissions are available for each role and provide a concise explanation of what each permission does.
Permission Distribution Across Default User Roles #
The table below shows how permissions are distributed across the default roles: Store Manager, Cashier, Inventory Manager, Accountant, and Administrator. In this table, a ✓ indicates that the role has access, while a ✗ indicates it does not.
| Permissions | Store Manager | Cashier | Inventory Manager | Accountant | Administrator |
|---|---|---|---|---|---|
| canAddCustomer | ✓ | ✓ | ✗ | ✗ | ✓ |
| canEditCustomer | ✓ | ✓ | ✗ | ✗ | ✓ |
| canDisableCustomer | ✗ | ✗ | ✗ | ✗ | ✓ |
| canImportCustomers | ✓ | ✗ | ✗ | ✗ | ✓ |
| canExportCustomers | ✓ | ✗ | ✗ | ✓ | ✓ |
| canViewDebtors | ✓ | ✓ | ✗ | ✓ | ✓ |
| canViewCustomers | ✓ | ✓ | ✗ | ✓ | ✓ |
| canExportCustomerOrders | ✓ | ✓ | ✗ | ✓ | ✓ |
| canCreateCustomerOrder | ✓ | ✓ | ✗ | ✗ | ✓ |
| canPrintCustomerOrder | ✓ | ✓ | ✗ | ✓ | ✓ |
| canPdfCustomerOrder | ✓ | ✓ | ✗ | ✓ | ✓ |
| canShareCustomerOrder | ✓ | ✓ | ✗ | ✗ | ✓ |
| canAddPaymentCustomerOrder | ✓ | ✓ | ✗ | ✓ | ✓ |
| canAddDiscountCustomerOrder | ✓ | ✓ | ✗ | ✗ | ✓ |
| canAddMemoCustomerOrder | ✓ | ✓ | ✗ | ✗ | ✓ |
| canAddCostCustomerOrder | ✓ | ✓ | ✗ | ✗ | ✓ |
| canCancelCustomerOrder | ✓ | ✗ | ✗ | ✗ | ✓ |
| canExportAllCustomerOrders | ✓ | ✗ | ✗ | ✓ | ✓ |
| canViewCustomerOrders | ✓ | ✓ | ✗ | ✓ | ✓ |
| canAddSupplier | ✓ | ✗ | ✗ | ✗ | ✓ |
| canEditSupplier | ✓ | ✗ | ✗ | ✗ | ✓ |
| canDisableSupplier | ✗ | ✗ | ✗ | ✗ | ✓ |
| canImportSuppliers | ✓ | ✗ | ✗ | ✗ | ✓ |
| canExportAllSuppliers | ✓ | ✗ | ✗ | ✓ | ✓ |
| canViewSuppliers | ✓ | ✗ | ✗ | ✓ | ✓ |
| canViewSuppliersOwed | ✓ | ✗ | ✗ | ✓ | ✓ |
| canExportSupplierOrders | ✓ | ✗ | ✗ | ✓ | ✓ |
| canCreateSupplierOrder | ✓ | ✗ | ✗ | ✗ | ✓ |
| canPdfSupplierOrder | ✓ | ✗ | ✓ | ✓ | ✓ |
| canPrintSupplierOrder | ✓ | ✗ | ✓ | ✓ | ✓ |
| canExportAllSupplierOrders | ✓ | ✗ | ✗ | ✓ | ✓ |
| canShareSupplierOrder | ✓ | ✗ | ✓ | ✓ | ✓ |
| canAddPaymentSupplierOrder | ✓ | ✗ | ✗ | ✓ | ✓ |
| canUploadSupplierReceipt | ✓ | ✗ | ✗ | ✓ | ✓ |
| canDeleteUploadedSupplierReceipt | ✗ | ✗ | ✗ | ✗ | ✓ |
| canCheckinSupplierOrder | ✓ | ✗ | ✓ | ✗ | ✓ |
| canCancelSupplierOrder | ✓ | ✗ | ✗ | ✗ | ✓ |
| canViewSupplierOrders | ✓ | ✗ | ✓ | ✓ | ✓ |
| canCreateProduct | ✓ | ✗ | ✓ | ✗ | ✓ |
| canEditProduct | ✓ | ✗ | ✓ | ✗ | ✓ |
| canDisableProduct | ✗ | ✗ | ✓ | ✗ | ✓ |
| canManageProductCategories | ✓ | ✗ | ✓ | ✗ | ✓ |
| canImportProducts | ✓ | ✗ | ✓ | ✗ | ✓ |
| canExportProducts | ✓ | ✗ | ✓ | ✓ | ✓ |
| canPrintProductLabels | ✓ | ✗ | ✓ | ✗ | ✓ |
| canAdjustStock | ✓ | ✗ | ✓ | ✗ | ✓ |
| canAdjustStockPrice | ✓ | ✗ | ✓ | ✗ | ✓ |
| canViewProducts | ✓ | ✓ | ✓ | ✓ | ✓ |
| canCreateReturnOrder | ✓ | ✓ | ✗ | ✗ | ✓ |
| canExportAllReturnOrders | ✓ | ✗ | ✓ | ✓ | ✓ |
| canExportReturnOrders | ✓ | ✓ | ✓ | ✓ | ✓ |
| canPdfReturnOrder | ✓ | ✓ | ✓ | ✓ | ✓ |
| canShareReturnOrder | ✓ | ✓ | ✓ | ✓ | ✓ |
| canPrintReturnOrder | ✓ | ✓ | ✓ | ✓ | ✓ |
| canCancelReturnOrder | ✓ | ✗ | ✗ | ✗ | ✓ |
| canViewReturnOrders | ✓ | ✓ | ✓ | ✓ | ✓ |
| canViewExpenses | ✓ | ✗ | ✗ | ✓ | ✓ |
| canManageExpenseCategories | ✓ | ✗ | ✗ | ✓ | ✓ |
| canAddExpense | ✓ | ✗ | ✗ | ✓ | ✓ |
| canCancelExpense | ✓ | ✗ | ✗ | ✓ | ✓ |
| canManageStores | ✓ | ✗ | ✗ | ✗ | ✓ |
| canDisableStore | ✗ | ✗ | ✗ | ✗ | ✓ |
| canManageStoreSettings | ✓ | ✗ | ✗ | ✗ | ✓ |
| canViewStaff | ✓ | ✗ | ✗ | ✓ | ✓ |
| canAddStaff | ✓ | ✗ | ✗ | ✗ | ✓ |
| canCancelStaff | ✓ | ✗ | ✗ | ✗ | ✓ |
| canViewReports | ✓ | ✓ | ✓ | ✓ | ✓ |
| canVRSellThroughRate | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRABCanalysis | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRPercentInventorySold | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRDaysInventoryRemaining | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRInventoryBalance | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRInventoryValue | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRAverageOrderOverTime | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRRetailSalesByProduct | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRRetailSalesByCategory | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRInventoryPricingAnomalies | ✓ | ✗ | ✓ | ✓ | ✓ |
| canVRExpenseSummary | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRCustomerSales | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRCustomerAgingReports | ✓ | ✓ | ✗ | ✓ | ✓ |
| canVRFirstTimeReturningCustomers | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRSupplierPerformanceReport | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRExpenseTrends | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRExpenseAuditReport | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRFinancialOverview | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRProfitLossStatement | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRTaxSummary | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRDetailedTaxReport | ✓ | ✗ | ✗ | ✓ | ✓ |
| canVRStockAlertReport | ✓ | ✗ | ✓ | ✓ | ✓ |
Permission Explanations Grouped by Module #
For easier understanding, the next table groups permissions by module. These modules include Customer Management, Sales Order Management, Supplier Management, Supplier Orders (Purchase Orders), Inventory Management, Returns/Refunds, Expense Management, Staff Management, and Reports.
Each permission is accompanied by a brief description of its functionality, making it simpler for you to grasp its role in the system.
| Permission | Function |
|---|---|
| Customer Management | |
| canAddCustomer | Allows adding new customers to the system. |
| canEditCustomer | Allows editing existing customer details. |
| canDisableCustomer | Allows disabling customer accounts. |
| canImportCustomers | Allows importing customer data in bulk. |
| canExportCustomers | Allows exporting customer data. |
| canViewDebtors | Allows viewing customers who owe money. |
| canViewCustomers | Allows viewing detailed customer information. |
| canExportCustomerOrders | Allows exporting customer orders. |
| Sales Order Management | |
| canCreateCustomerOrder | Allows creating new customer orders. |
| canPrintCustomerOrder | Allows printing customer orders. |
| canPdfCustomerOrder | Allows generating PDFs of customer orders. |
| canShareCustomerOrder | Allows sharing customer orders. |
| canAddPaymentCustomerOrder | Allows adding payments to customer orders. |
| canAddDiscountCustomerOrder | Allows applying discounts to customer orders. |
| canAddMemoCustomerOrder | Allows adding memos to customer orders. |
| canAddCostCustomerOrder | Allows adding extra costs to customer orders. |
| canCancelCustomerOrder | Allows canceling customer orders. |
| canExportAllCustomerOrders | Allows exporting all customer orders. |
| canViewCustomerOrders | Allows viewing customer orders. |
| Supplier Management | |
| canAddSupplier | Allows adding new suppliers. |
| canEditSupplier | Allows editing supplier details. |
| canDisableSupplier | Allows disabling supplier accounts. |
| canImportSuppliers | Allows importing supplier data in bulk. |
| canExportAllSuppliers | Allows exporting all supplier data. |
| canViewSuppliers | Allows viewing supplier details. |
| canViewSuppliersOwed | Allows viewing amounts owed to suppliers. |
| Supplier Orders (Purchase Orders) | |
| canExportSupplierOrders | Allows exporting supplier orders. |
| canCreateSupplierOrder | Allows creating new supplier orders. |
| canPdfSupplierOrder | Allows generating PDFs of supplier orders. |
| canPrintSupplierOrder | Allows printing supplier orders. |
| canExportAllSupplierOrders | Allows exporting all supplier orders. |
| canShareSupplierOrder | Allows sharing supplier orders. |
| canAddPaymentSupplierOrder | Allows adding payments to supplier orders. |
| canUploadSupplierReceipt | Allows uploading receipts from suppliers. |
| canDeleteUploadedSupplierReceipt | Allows deletion of uploaded supplier receipts. |
| canCheckinSupplierOrder | Allows checking in supplier orders. |
| canCancelSupplierOrder | Allows canceling supplier orders. |
| canViewSupplierOrders | Allows viewing supplier orders. |
| Inventory Management | |
| canCreateProduct | Allows creating new products. |
| canEditProduct | Allows editing product details. |
| canDisableProduct | Allows disabling products. |
| canManageProductCategories | Allows managing product categories. |
| canImportProducts | Allows importing product data in bulk. |
| canExportProducts | Allows exporting product data. |
| canPrintProductLabels | Allows printing product labels. |
| canAdjustStock | Allows adjusting stock levels. |
| canAdjustStockPrice | Allows adjusting stock prices. |
| canViewProducts | Allows viewing product details. |
| Returns/Refunds | |
| canCreateReturnOrder | Allows creating return orders. |
| canExportAllReturnOrders | Allows exporting all return orders. |
| canExportReturnOrders | Allows exporting return orders. |
| canPdfReturnOrder | Allows generating PDFs of return orders. |
| canShareReturnOrder | Allows sharing return orders. |
| canPrintReturnOrder | Allows printing return orders. |
| canCancelReturnOrder | Allows canceling return orders. |
| canViewReturnOrders | Allows viewing return orders. |
| Expense Management | |
| canViewExpenses | Allows viewing expense records. |
| canManageExpenseCategories | Allows managing expense categories. |
| canAddExpense | Allows adding new expenses. |
| canCancelExpense | Allows canceling expenses. |
| Staff Management | |
| canViewStaff | Allows viewing staff details. |
| canAddStaff | Allows adding new staff members. |
| canCancelStaff | Allows canceling staff accounts. |
| Reports | |
| canViewReports | Allows viewing various reports. |
| canVRSellThroughRate | Allows viewing the sell-through rate report. |
| canVRABCanalysis | Allows viewing the ABC analysis report. |
| canVRPercentInventorySold | Allows viewing the percent of inventory sold report. |
| canVRDaysInventoryRemaining | Allows viewing the days of inventory remaining report. |
| canVRInventoryBalance | Allows viewing the inventory balance report. |
| canVRInventoryValue | Allows viewing the inventory value report. |
| canVRAverageOrderOverTime | Allows viewing the average order value over time report. |
| canVRRetailSalesByProduct | Allows viewing the retail sales by product report. |
| canVRRetailSalesByCategory | Allows viewing the retail sales by category report. |
| canVRInventoryPricingAnomalies | Allows viewing the inventory pricing anomalies report. |
| canVRExpenseSummary | Allows viewing the expense summary report. |
| canVRCustomerSales | Allows viewing the customer sales report. |
| canVRCustomerAgingReports | Allows viewing the customer aging reports. |
| canVRFirstTimeReturningCustomers | Allows viewing the first-time vs. returning customers report. |
| canVRSupplierPerformanceReport | Allows viewing the supplier performance report. |
| canVRExpenseTrends | Allows viewing the expense trends report. |
| canVRExpenseAuditReport | Allows viewing the expense audit report. |
| canVRFinancialOverview | Allows viewing the financial overview report. |
| canVRProfitLossStatement | Allows viewing the profit and loss statement. |
| canVRTaxSummary | Allows viewing the tax summary report. |
| canVRDetailedTaxReport | Allows viewing the detailed tax report. |
| canVRStockAlertReport | Allows viewing the stock alert report. |
Actionable Advice for Managing Permissions #
- Assess Your Team’s Needs: Review the default roles and ensure that each team member’s responsibilities align with the assigned permissions.
- Customize When Needed: Use the default roles as a baseline. Adjust permissions for users who require additional access or extra restrictions based on your business needs.
- Conduct Regular Audits: Periodically review user roles and permissions to ensure your system remains secure and updated with your current operational requirements.
- Utilize Visual Aids: Leverage the provided tables and charts to monitor active functions for each role visually.
Conclusion #
This reference guide equips you with a clear understanding of the default user roles and permissions within the Ficos system. By leveraging these insights, you can ensure that your retail operations remain secure, efficient, and well-organized.
Frequently Asked Questions #
How can I customize the default user roles in the Ficos system? #
Yes, you can edit permissions once a role has been assigned and staff has been added. Roles are like premade permission templates that can later be modified, and some roles even affect the UI.
Can I create additional user roles beyond the default templates? #
No, the Ficos system does not allow you to create additional user roles beyond the default templates. The default roles are fixed permission templates designed to cover all standard operational needs.
How often should I review and update user permissions? #
Regular audits are key to maintaining system security and efficiency. It is recommended to review user permissions at least quarterly or whenever significant changes occur within your team.
What security measures are built into the role-based access control system? #
Staff permissions and roles directly affect what the staff can see and do in the UI. The system employs device fingerprinting internally and enforces 2FA login measures to ensure safety, alongside robust audit logs and secure authentication protocols.
Are there any performance impacts when extensively customizing roles? #
The system is optimized to handle extensive role customizations without significant performance issues. However, testing changes in a controlled environment is advisable to ensure optimal performance.
How do changes to roles and permissions affect daily operations? #
Changes in roles and permissions can impact daily operations by altering access to key functionalities. It is important to communicate updates to your team and monitor the system’s performance after modifications.
What resources are available to help me understand role management better? #
Ficos provides a range of training materials, including detailed guides and video tutorials, designed to help you master role management and enhance your store’s operational efficiency.
Who can I contact for support if I encounter issues with user permissions? #
If you experience any issues with role management or permissions, our support team is ready to assist you with prompt and effective solutions.
Managing user roles efficiently is critical for retail success. With the Retailer Roles & Permissions Reference in Ficos, you gain valuable insights into access control—ensuring each team member has the appropriate permissions for smooth operations. This guide breaks down default roles, from Store Manager to Cashier, and clarifies how permissions are distributed across your system.
Leveraging these insights helps you optimize access, enhance security, and streamline daily management tasks. Stay ahead by ensuring that every role is configured to support your store’s efficiency and safety.
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 #
★★★★★How it Works #
Step 1: Download & Install Ficos
Go to Appstore or Playstore, search for “Ficos Retail” or click here. Create your account
Step 2: Setup your Store
Complete your store profile, setup your products and start selling.
Step 3: Thrive & Excel
Enjoy smoother operations, reduced costs, and increased profits for effortless success.
