POS Permissions and Security Features
AccuArk uses role-based permissions to control who can perform specific actions at the POS. This ensures that sensitive operations (like refunds, discounts, and void transactions) are properly authorized.
How Permissions Work
Each user is assigned a role (Super Admin, Location Admin, Manager, Employee, etc.). Each role has a set of permissions that determine what actions the user can perform. If a user doesn't have permission for an action, one of two things happens:
- The button or feature is hidden entirely
- A Manager Authorization dialog appears, allowing a manager to approve the action by entering their credentials
Key POS Permissions
| Permission | What It Controls |
|---|---|
| Shift Check-In | Ability to start a POS shift without manager approval |
| Hold Transaction | Ability to hold and resume sales |
| Void Sale | Ability to cancel/void a transaction |
| Refund/Return | Ability to process returns and refunds |
| Apply Discount | Ability to apply manual discounts (item and order level) |
| Price Override | Ability to change item prices during a sale |
| Apply Coupon | Ability to apply coupon codes |
| Loyalty Redeem | Ability to redeem customer loyalty points |
| Safe Drop | Ability to perform safe drops |
| Approve Variance | Ability to approve cash variances during check-out |
| View Shift Report | Ability to run X-Reports and view shift summaries |
| Quick Add Items | Ability to create new inventory items on the fly during a sale |
Manager Authorization
When a cashier tries to perform an action they don't have permission for:
- A Manager Authorization dialog appears
- A manager enters their username and password
- The system verifies the manager has the required permission
- If authorized, the action proceeds
- The authorization is logged (who authorized, what action, when)
This allows employees to perform occasional privileged actions (like a refund) without giving them permanent permission.
Role Hierarchy
Typical permission levels from highest to lowest:
| Role | Typical POS Capabilities |
|---|---|
| Super Admin | All POS actions |
| Location Admin | All POS actions at their location |
| Manager | Most POS actions including refunds, discounts, voids |
| Employee | Basic sales, hold/unhold, print receipts |
Your administrator configures the exact permissions for each role in the user management area.
Security Best Practices
- Don't share login credentials — Each user should have their own account
- Log out when leaving the register — Use the Action Menu → Logout
- Enable Manager Authorization for sensitive actions — This adds a layer of accountability
- Enable Activity Logging — Track who did what and when
- Require Customer Info with Credit — For card payments, ensure customer details are captured
- Review shift reports regularly — Catch discrepancies early