Employee Activity Reports

The Employee Activity Report provides visibility into what your employees are doing at the point of sale and how their access is configured across the system. With two specialized presets — POS Actions by Employee and Permissions / Role Assignments — this report helps managers identify training needs, investigate potential loss, and maintain a strong security posture.

How to Access

Open the Employee Activity Report from the main menu:

• Reports > Employees > Employee Activity > POS Actions by Employee — opens with the POSActions preset selected
• Reports > Employees > Employee Activity > Permissions / Role Assignments — opens with the PermissionsRoles preset selected

Both menu entries open the same report form. The only difference is which preset is selected by default. You can switch between presets at any time using the Preset dropdown.

Required Permission

You must have the RPT_VIEW_EMPLOYEES permission to access this report. Super Admins and Location Admins have this permission by default.

Filters

The filter controls displayed depend on which preset is selected:

When you switch to the PermissionsRoles preset, the Location and Date controls are automatically hidden because this preset shows the current state of role and permission assignments rather than historical activity. When you switch back to POSActions, the controls reappear.

After changing any filter, click Refresh or press F5 to reload the data.

POS Actions by Employee (POSActions)

This preset queries the POS activity log and groups actions by employee, location, and activity type. It shows what each employee has been doing at the register during the selected date range.

Columns

Activity Types

The following activity types are tracked in the POS activity log:

• Sale — A completed sale transaction
• Void — A voided transaction or line item void
• Return — A return or refund processed at the register
• Discount — A manual discount applied to a transaction or line item
• Price Override — A manual price change on a line item that differs from the system price
• No-Sale — Opening the cash drawer without processing a transaction
• Drawer Open — Any cash drawer open event outside of a normal sale completion
• Safe Drop — Cash removed from the drawer and placed in the safe during a shift
• Paid In — Cash added to the drawer (e.g., making change from petty cash)
• Paid Out — Cash removed from the drawer for a non-sale purpose (e.g., paying a delivery driver)

Using POS Actions to Identify Training Needs

The POS Actions report can reveal patterns that indicate an employee needs additional training:

• High void count — An employee with significantly more voids than peers may be making scanning or entry errors that require correction
• Frequent price overrides — May indicate the employee does not know how to find the correct item in the system and is manually entering prices
• High discount frequency — Could mean the employee is unsure of discount policies and is applying them inconsistently
• Low sale count relative to hours worked — May indicate slow transaction processing that could be improved with register training

Compare each employee's activity patterns against the team average to identify outliers who may benefit from targeted coaching.

Using POS Actions for Loss Prevention

Certain activity patterns can indicate potential loss or fraud:

• Excessive no-sale drawer opens — Opening the drawer without a transaction is a common indicator of cash skimming
• High void amounts — Voiding transactions after collecting payment can be a method of theft
• Unusual return patterns — An employee processing an abnormal number of returns, especially without corresponding customer visits, warrants investigation
• Price overrides consistently below system price — May indicate unauthorized discounting for friends or family
• Activity during off-hours — POS actions recorded outside of normal business hours or outside of the employee's scheduled shift

This report should be reviewed regularly as part of your loss prevention program. Cross-reference suspicious patterns with security camera footage and the Audit & Security Reports for a complete picture.

Permissions / Role Assignments (PermissionsRoles)

This preset provides a current-state snapshot of every employee's role, permission count, and location access. It does not use date filters because it reflects the system's current configuration rather than historical data.

Columns

How the Data Is Queried

The PermissionsRoles preset joins across four tables to build its results:

1. users — Provides the employee name and active/inactive status
2. user_roles — Links each user to their assigned role
3. roles — Provides the role name
4. role_permissions — Counts the number of permissions associated with the role

Location access count is derived from the user_location_access table, which tracks which locations each employee can access.

Using PermissionsRoles to Audit Security

Regularly reviewing role assignments is a critical part of maintaining system security:

• Inactive users with high permissions — If an employee has left the company but their account is still active (or was deactivated but still shows a high permission count), this is a security risk that should be addressed
• Employees with excessive location access — An employee who only works at one location but has access to all locations may represent an unnecessary risk
• Role inflation — Over time, employees may be promoted to higher roles without the previous role being reviewed. Look for employees whose role seems disproportionate to their actual job responsibilities.
• Permission count anomalies — If one Manager has a significantly different permission count than other Managers, their role configuration may have been customized and should be reviewed

Run this report quarterly at a minimum, and always after organizational changes such as promotions, terminations, or location openings/closings.

Common Use Cases

1. Weekly POS review — Run POSActions for the past week to review void, return, and discount patterns before they become trends
2. New employee monitoring — Run POSActions filtered to a specific employee during their first month to track their activity patterns and identify training opportunities early
3. Quarterly security audit — Run PermissionsRoles and review all role assignments, focusing on inactive accounts and employees with access to more locations than needed
4. Loss prevention investigation — Run POSActions for a specific employee and date range when investigating a suspected loss incident
5. Compliance documentation — Export the PermissionsRoles report as evidence of access control reviews for auditors or compliance requirements

Tips

• Compare against peers — The most valuable insights from POSActions come from comparing one employee's patterns against the team average, not from looking at absolute numbers
• Combine with other reports — Cross-reference POSActions with the Exceptions & Loss Prevention Reports for a more complete loss prevention picture
• Review after role changes — Whenever you change an employee's role, run PermissionsRoles afterward to verify the new permission count matches expectations
• Document your reviews — Export and save the PermissionsRoles report each quarter as evidence that access controls are being monitored
• Use location filtering wisely — For POSActions, filtering by location can help you compare activity patterns across stores and identify location-specific issues

Related Articles

• Time & Attendance Reports
• Audit & Security Reports
• Exceptions & Loss Prevention Reports
• Getting Started with Reports & Analytics