User Roles & Permissions
Brother POS uses role-based access control to ensure every user sees only what they need. There are four roles, each with a distinct set of permissions that determine which interfaces, features, and actions are available.
Roles at a Glance
| Role | Interface Access | Primary Purpose |
|---|---|---|
| Admin | Admin Panel + POS | Full system configuration, user management, all features |
| Manager | Admin Panel + POS | Day-to-day operations, reports, inventory, cash drawers |
| Cashier | POS only | Process sales, returns, and customer interactions |
| Driver | Driver App only | Manage deliveries, confirm drop-offs |
Admin Administrator
Administrators have unrestricted access to every feature in Brother POS. This is the most powerful role and should be reserved for store owners, IT administrators, or trusted managers who need to configure the system.
What Admins Can Do
Everything. Admins have no restrictions. This includes all Manager, Clerk, and Driver capabilities plus:
- Create, edit, and delete user accounts
- Assign and change user roles
- Configure store settings (name, address, timezone, currency)
- Set up tax rates and tax modes
- Manage feature flags (enable/disable cannabis features, B2B, delivery, etc.)
- Configure integrations (WooCommerce, B2B)
- Access system-level settings (receipt format, printer configuration, compliance)
- View audit trails (who changed what and when)
- Access compliance settings and regulatory reporting configuration
When to Use the Admin Role
- For the store owner or primary account holder
- For the IT person who manages the system
- For a trusted manager who needs full system access
- Limit to 1-3 people per store to minimize security risk
An admin can change any setting, delete any data, and access all information. Assign this role carefully. If a manager does not need access to user management or system settings, the Manager role is more appropriate.
Manager Manager
Managers have broad access to operational features but cannot change system-level settings or manage user accounts. This role is designed for shift supervisors and assistant managers who need to run the store day-to-day.
What Managers Can Do
POS Register:
- Process sales, returns, and exchanges
- Apply discounts (percentage and dollar amount)
- Void transactions
- Open and close cash drawer sessions
- Perform cash drops and safe transfers
- Apply discounts to line items
- Access the takeover feature to assume a cash drawer mid-shift
Admin Panel:
- View and manage products (create, edit, update stock)
- Manage product categories
- View and manage inventory (adjustments, stock counts, transfers)
- View all reports (sales, end-of-day, margin analysis, inventory turnover)
- Generate Z-Reports when closing cash drawers
- View customer accounts and loyalty information
- View compliance dashboards and export compliance data
- Manage delivery orders and assign drivers (if delivery is enabled)
- Access WooCommerce sync dashboard (view and trigger syncs)
What Managers Cannot Do
- Create, edit, or delete user accounts
- Change user roles or reset PINs
- Modify store settings (name, address, timezone)
- Change tax configuration
- Enable or disable feature flags
- Configure integrations (initial setup)
- Access sale campaigns or freebie campaigns (all actions including viewing are Admin-only)
- Access system administration settings
When to Use the Manager Role
- For shift supervisors who open and close the store
- For assistant managers who handle daily operations
- For any employee who needs access to reports, inventory, or cash management beyond basic sales
Cashier Clerk (Cashier)
Clerks (also referred to as cashiers) have access only to the POS Register. They cannot access the Admin Panel at all. This role is designed for front-line sales staff whose primary job is processing transactions.
What Cashiers Can Do
POS Register:
- Log in with their PIN
- Browse and search products on the POS grid
- Add items to the cart
- Adjust quantities in the cart
- Remove items from the cart
- Apply customer accounts to a sale (look up by name, phone, or loyalty ID)
- Process payments (cash, debit, e-transfer, store credit (when enabled), split)
- View the change due for cash transactions
- Complete sales
- Void individual line items from the cart. Returns are processed through the admin panel, not the POS register. The POS supports voiding sales and individual line items.
What Cashiers Cannot Do
- Access the Admin Panel
- Open or close cash drawer sessions
- Apply discounts (unless explicitly permitted by the admin)
- Void completed transactions (configurable — can be granted via role permissions)
- View reports or analytics
- Manage products or inventory
- View other cashiers' transactions
- Change system settings of any kind
Configurable Cashier Permissions
Some cashier capabilities can be enabled or disabled by the admin on a per-store basis:
| Permission | Default | Description |
|---|---|---|
| Apply discounts | Off | Allow cashiers to apply line or order discounts |
| Void sales | Off | Allow cashiers to void completed transactions |
| Process returns | Off | Allow cashiers to process returns without a manager |
| Open cash drawer | Off | Allow cashiers to manually open the cash drawer |
| Manage cash sessions | Off | Allow cashiers to open and close cash drawer sessions |
| View sale history | Off | Allow cashiers to see past transactions |
Your admin can fine-tune what cashiers can do. If you need a capability that is currently restricted, ask your admin — they may be able to enable it for your account without changing your role.
When to Use the Clerk Role
- For all front-line cashiers and sales staff
- For part-time or temporary employees
- For anyone whose job is only to process sales at the register
Driver Driver
Drivers have access only to the Driver Mobile PWA — a lightweight mobile app designed for delivery management. They cannot access the Admin Panel or the POS Register.
What Drivers Can Do
Driver App:
- View their assigned deliveries
- See delivery details (customer name, address, order items)
- Navigate to delivery addresses
- Confirm delivery completion
- Record delivery notes or issues
- View their delivery history
What Drivers Cannot Do
- Access the Admin Panel
- Access the POS Register
- Process payments (payment is handled at order creation)
- View store reports or analytics
- Manage products or inventory
- See other drivers' deliveries
When to Use the Driver Role
- For delivery drivers who use the mobile app
- For couriers who only need delivery route information
- Only relevant if your store has the local delivery feature enabled
The Driver role is only useful if your store has the local delivery feature enabled. If your store does not offer delivery, you do not need to create Driver accounts.
Full Permission Matrix
This table shows what each role can access across the system. Permissions marked with a checkmark are available; those with an X are restricted.
Interface Access
| Capability | Admin | Manager | Cashier | Driver |
|---|---|---|---|---|
| Admin Panel | Yes | Yes | No | No |
| POS Register | Yes | Yes | Yes | No |
| Driver App | No | No | No | Yes |
| Owner Dashboard | No* | No | No | No |
*Store owners with the Admin role may also have Owner Dashboard access.
POS Capabilities
| Capability | Admin | Manager | Cashier |
|---|---|---|---|
| Process sales | Yes | Yes | Yes |
| Apply customer to sale | Yes | Yes | Yes |
| Cash payment | Yes | Yes | Yes |
| Card payment | Yes | Yes | Yes |
| Split payment | Yes | Yes | Yes |
| Apply discounts | Yes | Yes | Configurable |
| Process returns | Yes | Yes | Configurable |
| Void transactions | Yes | Yes | Configurable |
| Open cash drawer | Yes | Yes | Configurable |
| Close cash drawer | Yes | Yes | No |
| Drawer takeover | Yes | Yes | No |
| Cash drop / safe transfer | Yes | Yes | No |
| View sale history | Yes | Yes | Configurable |
Admin Panel Capabilities
| Capability | Admin | Manager |
|---|---|---|
| View dashboard | Yes | Yes |
| Manage products | Yes | Yes |
| Manage categories | Yes | Yes |
| Manage inventory | Yes | Yes |
| Stock adjustments | Yes | Yes |
| View sales reports | Yes | Yes |
| View end-of-day reports | Yes | Yes |
| View margin analysis | Yes | Yes |
| View compliance reports | Yes | Yes |
| Export compliance data | Yes | Yes |
| Manage customers | Yes | Yes |
| Manage loyalty | Yes | Yes |
| Manage sale campaigns | Yes | No |
| Manage freebie campaigns | Yes | No |
| Manage delivery | Yes | Yes |
| View WooCommerce sync | Yes | Yes |
| Manage users | Yes | No |
| Configure store settings | Yes | No |
| Configure tax | Yes | No |
| Configure receipt | Yes | No |
| Manage feature flags | Yes | No |
| Configure integrations | Yes | No |
| View audit trail | Yes | Yes |
| System administration | Yes | No |
Changing a User's Role
AdminOnly administrators can change a user's role.
- Navigate to Settings in the top navigation bar, then click Manage Users.
- Find the user and click "Edit".
- Change the Role dropdown to the desired role.
- Click "Save".
The change takes effect immediately. If the user is currently logged in:
- Upgrading (e.g., Clerk to Manager): New capabilities become available on the next page load or action.
- Downgrading (e.g., Manager to Clerk): The user may lose access to their current page and be redirected.
If you downgrade a user's role while they are actively using the system, they may be abruptly logged out of the admin panel or lose access to features they were in the middle of using. Coordinate with the user before changing their role.
Best Practices
Principle of Least Privilege
Assign each user the minimum role they need to do their job:
- If they only process sales, make them a Clerk.
- If they manage shifts but do not need system settings, make them a Manager.
- Only make someone an Admin if they need full system access.
Account Management
- Create individual accounts. Never share accounts between multiple people.
- Remove access promptly. When an employee leaves, disable or delete their account immediately.
- Audit roles periodically. Review the user list monthly to ensure roles are still appropriate.
- Use distinct PINs. Every cashier should have their own PIN for accurate transaction tracking.
Security Considerations
- Admin accounts should use strong passwords (8+ characters, mixed character types).
- Consider limiting the number of Admin accounts to 2-3 per store.
- If a PIN is compromised, change it immediately through the user management screen.
- All role changes and user modifications are logged in the audit trail for accountability.
What's Next?
- Navigating the Admin — Learn the admin panel layout and features available to your role.
- Navigating the POS — Understand the POS interface.
- Store Setup — Complete your store's initial configuration.
- Logging In — Understand the two login methods.