Managing Users (Staff Accounts)

Every person who uses ClarityPOS needs their own account. This page is for Admins, who create and manage staff accounts from the Users page.

Who can manage users?

Only Admins can open the Users page and add, edit, or remove staff. Managers and Cashiers do not see this page at all.

The Three Roles

When you create a user you give them one role. Each role controls what they can see and do:

Role	What they can do
Cashier	Dashboard and the POS sale screen only. Cannot view sales history, reports, or settings.
Manager	Everything a Cashier can do, plus sales history (with void), reports, shifts, customers, and read-only products and purchase orders.
Admin	Full access: products, categories, suppliers, settings, staff accounts, and everything Managers can do.

For the full breakdown of what each role can do, see Roles & Permissions.

Adding a User

1. Go to Users and click Add User.
2. Fill in:
   • Full Name: the person's name (shown on shift and sales records).
   • Email: the address the person will sign in with. Must not already be in use anywhere in ClarityPOS.
   • Username: a short identifier for the staff member (3 to 30 characters: letters, numbers, or underscores), unique within your store. This is not used to sign in: everyone signs in with their email. Use it to tell apart staff who share the same name, or to record an employee ID.
   • Password: a temporary password (at least 8 characters) that you set and share with the new user.
   • Role: Cashier, Manager, or Admin.
3. Click Create User.

The new user signs in with their email and the temporary password, then chooses their own password on first sign-in. See Logging In & Passwords.

TIP

Pick a simple temporary password and share it with the staff member directly. They will replace it the first time they sign in, so it never needs to be permanent.

Editing a User

Click the pencil icon on a user's row. You can change their Full Name, Email, Role, and whether the account is Active.

The Username cannot be changed after the account is created. If you need a different username, create a new account.

Activating and Deactivating

Use the Active account switch in the Edit dialog:

• Active: the user can sign in and work as normal.
• Inactive: the user cannot sign in. Their record and history stay in place.

Deactivating is the tidy way to remove access for someone who has left, without deleting their record. You cannot deactivate your own account.

Resetting a User's Password

If a staff member forgets their password:

1. Click the key icon on their row.
2. Enter a new temporary password and confirm it.
3. Click Reset Password.

The user is signed out immediately on every device and must set a new password the next time they sign in. You cannot use this on your own account: use Change Password in Settings instead (see Logging In & Passwords).

Deleting a User

Click the trash icon to permanently remove an account. This cannot be undone, and you cannot delete your own account.

Deactivate instead of delete

Once a user has worked shifts or processed sales, it is usually better to deactivate them rather than delete, so your records stay complete and easy to read. Use delete mainly for accounts created by mistake.

Built-In Safeguards

ClarityPOS protects you from a few risky actions:

• You cannot deactivate or delete your own account.
• If you are the only Admin, you cannot change your own role until you add another Admin. This prevents a store from being left with no Admin.
• A username must be unique within your store; an email must be unique across all of ClarityPOS.
• If you change your own role from Admin to Manager or Cashier, you lose access to the admin pages and are sent to the dashboard right away.

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FAQ

Q: Can a Manager create or manage staff accounts?

A: No. Only Admins can open the Users page and manage accounts.

Q: What is the difference between deactivating and deleting a user?

A: Deactivating blocks sign-in but keeps the account and its history, and it can be switched back on later. Deleting removes the account permanently. For anyone who has already worked or sold, deactivate rather than delete.

Q: Why is there no Reset or Delete button on my own row?

A: You cannot reset or delete your own account from the Users page. To change your own password, use Change Password in Settings.

Q: I am the only Admin and cannot change my own role. Why?

A: A store must always have at least one Admin. Add a second Admin first, then you can change your own role.

Q: A new user cannot sign in. What should I check?

A: Confirm the account is Active, and that they are using their email with the temporary password you set. They must choose their own password on first sign-in.

Q: Does the user know their temporary password?

A: Only if you tell them. You set it when creating the account (or resetting their password) and share it with them directly. They replace it on first sign-in.

Q: What is the username for if people sign in with email?

A: The username is a short identifier shown in the Users list. It is handy for telling apart staff who share the same name, or for recording an employee ID. Signing in always uses the email address and password.

Q: Can I create another Admin?

A: Yes. Choose the Admin role when adding or editing a user. There is no limit on the number of Admins.