Not everyone in your shop should be able to do everything. Roles and permissions decide who can process a refund, apply a discount, or see the reports — and getting them right protects your cash, your data, and your peace of mind. Here is how to think about them.
What are roles and permissions?
A role is a set of duties (cashier, manager, owner); permissions are the specific actions each role is allowed to perform. Together they let you give each person exactly the access they need — no more, no less.
Why they matter
Unrestricted access is a risk. If every cashier can void sales, give discounts and open reports, you have no control and no accountability — a common enabler of employee theft. Proper permissions limit mistakes and fraud, and keep sensitive data private.
Common retail roles
| Role | Typical access |
|---|---|
| Cashier | Ring up sales, take payment; limited discounts/refunds |
| Supervisor / manager | Approve refunds and discounts, view branch reports, manage staff |
| Owner / admin | Full access, settings, all reports and finances |
What to control
- Refunds and voids
- Discounts and price overrides
- Access to reports and financials
- Editing products and prices
- Managing other staff and settings
Best practices
Follow the principle of least privilege: give each person only what their job needs. Use individual logins so every action is traceable, require approval for sensitive actions, and review access when roles change. Pair this with attendance and cash controls for a complete picture.
Control access at the till
RushFlow gives every employee their own login with role-based permissions, so cashiers sell, managers approve, and owners see everything — with every action recorded to the person who did it.