Roles and Permissions

Owners often want to manage and limit the capabilities of their staff members based on their staff's responsibilities.  

We have accounted for these situations, and have given owners the opportunity to give their staff members certain capabilities based on their positions.  We call these "roles", and here is what you need to know about assigning roles to your staff.

Every staff member assigned a role at a location, or given admin access, is granted access to these capabilities:

    Basic Operation

  • Clock in/out
  • Update profile settings
  • Perform a price check

    Customers

  • View, create, or update customers
  • View, create, or update customer notes
  • View, create, or update customer devices

    Inventory & Tickets

  • Inventory – view, add to ticket
  • Inventory - perform counts
  • Tickets – view, create, update ticket information & status
  • Tickets – view, create, update ticket notes
  • Tickets – view, create, update ticket items & pull from / return to inventory
  • Tickets – view Ticket Queue
  • Tickets- print/email/SMS ticket receipt
  • Tickets - process a sale return
  • Tickets - process a return repair

Location Based Roles

The following roles are assignable to your staff on an individual basis.  Each role adds certain capabilities, and you can assign a staff member one or more roles at each location.

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Note: The Enterprise Plan allows for customizing the permissions for each role.

 

Location Advisor

The Location Advisor is someone that requires read-only access to store information. This role is usually reserved for an area/regional manager that would have access to view information but cannot change or create new data. This user is location-specific and is added as a staff member only to the locations they need access to view. A Location Advisor has global access to the catalog for updating and adding new items to stores. Read-only access applies to:

  • Ticket Queue
  • Invoices
  • Customer Lists
  • All Reports
  • Cash Reconciliation
  • Catalog Item Location Overrides

 

Invoicing

With the Enterprise Plan, the Enterprise Invoicing feature adds the Invoicing role. This role allows a user to create an invoice for a customer or Billing Agent, remit payments on invoices, and view the Receivables and Invoice Aging Reports.

 

Technician (TECH)

The TECH typically works in the back room and may not interact with the customer. The TECH spends most of his/her time repairing customer devices or refurbishing devices that were purchased from customers so they can be sold as used inventory. The TECH will add parts to a ticket or he may pull / return parts that were previously added to a ticket by the CSR if the CSR selected the wrong part(s) for a repair. The TECH can also record the actual labor hours required for the repair for productivity tracking and reporting. The TECH can add notes to a ticket as he works on a device. He may also help with periodic inventory count / reconciliation.

  • Tickets – record actual labor hours for productivity tracking & reporting
  • Tickets- transfer ticket to another location
  • Inventory – add notes / update inventory condition / update inventory status (complete refurb ticket)

 

Sales Representative (CSR)

The CSR is the first point of contact for a customer. The CSR interacts with the customer in the retail store environment. The CSR helps the customer find products (phone, accessory, etc) to purchase.  The CSR  creates a “work order” or “repair ticket” to document the problems that exist with a customer device that has been brought in for repair. He may add products and services on a ticket and collect payment(s). 

  • Ticket – apply discount up to discount limit set in staff settings
  • Ticket – process pay in/pay out transactions
  • Inventory – purchase used inventory from customer via Tradein ticket

 

Shift Lead (SL)

The SL will probably be a CSR or TECH who has extra responsibilities to manage other employees. The SL will be required to void tickets or apply discounts that exceed the staff member’s discount limit.  The SL will be required to open a VCT at the beginning of the day and close a VCT at the end of the day. The SL will use a cash drawer reconciliation form to balance out the beginning and ending cash in the drawer.

  • Tickets - Void/discount tickets
  • Ticket Item - waive charges
  • Timesheets - View staff timesheets
  • VCT - Open and close VCTs
  • Waive charges for a ticket item

 

Inventory Manager

The Inventory Manager is a CSR or TECH who has extra responsibilities to manage inventory.

  • Catalog - Manage catalog items
  • Catalog - Manage location overrides
  • Inventory - Add new inventory
  • Inventory - Edit existing inventory
  • Inventory - Delete inventory
  • Inventory Counts - Assign/Reconcile Inventory Counts
  • Purchase Order - Create/Edit Purchase Orders and Inventory Transfers
  • RMA Tracking - Create/Reconcile RMA Batches

 

Manager

The Manager is responsible for day-to-day operations and decision-making for a store. A manager has staff access for adding new employees and assigning their location, viewing time cards, and creating staff announcements. Managers have full access for tickets and inventory, limited settings access, and restricted catalog access.

  • Cash Reconciliation
  • Customers -Manage customer credit accounts
  • Inventory - Add/Edit/Delete items
  • Inventory Counts/transfers/purchase orders
  • Invoicing
  • RMAs
  • Reporting - View all
  • Staff - Announcements/add staff/assign location/view time sheets
  • Tickets - Create/edit/discount/waive charges/void

 

Location Admin

The Location Admin is responsible for all store operations such as staff management, store settings management, and making store level decisions. The Location Admin role receives full permissions for all store-level actions. This role is ideal for a store owner.

  • Customers - Manage customer credit accounts
  • Catalog - Manage catalog items/manage location overrides
  • Inventory - Add/edit/delete inventory
  • Reports - View all reports
  • Settings - Manage settings
  • Staff - Manage staff
  • Timesheet - View/edit time sheets
  • Waive charges for a ticket item

 

  1. Global Roles
  2. In addition to assigning these roles, there are a couple of special access types: Admin Access (an option that grants overriding access to all areas of the system for all locations), Accountant Access (an option that grants view-only access to tickets and reports for accounting purposes), and No Special Access (the default option that restricts users from administrative access).
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4 Comments

  • 0
    Avatar
    Alicia Wiggin

    Can we get an updated post on roles and accesses with some new features (available/becoming available?

  • 0
    Avatar
    Brandon

    Aicia,

     

    This article has been updated based on all available features as of Version 1.7.3.

  • 1
    Avatar
    Derek Tullock

    Need to fix the roles and accesses more. Too much power for a "Manager", I would suggest just creating a "Reports" checkbox so that managers can check on their store's numbers without having the ability to edit tax and store settings.

  • 0
    Avatar
    Karen

    I agree with Derek there needs to be some adjustment to manager Role. Or there needs to be an Assistant Manager Role and a General Manger Role. I realize Shift lead could almost be considered Assistant Manager but for this to be utilized as such then they would need some more of the Manager's powers such as running reports as Derek mentions, with out access to Location setting and Timesheet editing.

    For example the night closing person at my store is required to run a summary report before batching out the credit card machine so that errors can be found and corrected before batching out. The only way my closing staffer can do that is if they have Manager role.  But giving them Manager role allows them to have access to location settings and to timesheet editing functions which could be abused. 

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