Read this before you hand anyone a login. Roles in Stratamize POS control a real list of screens, but they do not control the register itself, and one of the built-in roles does nothing at all.
The six roles that ship
| Role | Intended for | What it holds |
|---|---|---|
| Super | Stratamize | everything |
| Admin | the owner | everything except platform billing |
| Manager | a shift lead | day-to-day operations: sales, customers, viewing products, inventory counts, purchase orders, transfers, reports, schedule and timesheets. A Manager can read the product catalogue but cannot create or change a category |
| Employee | floor staff | ring sales, look up customers and products, clock in and out |
| Viewer | read-only | look, do not touch |
| Cashier | — | nothing. See below. |
Manager does not include the Admin section. Opening Admin needs a permission only Admin and Super carry.
The Cashier role is empty — use Employee
Cashier is the role the Add Employee form offers first, and it ships with no permissions attached at all. Somebody set to Cashier can still sign in and still ring a sale, because checkout does not check permissions — but every screen that does check one refuses them, including:
- looking a customer up at the register
- opening any report
- adding or changing a shift on the schedule
- purchase orders and transfers
- issuing a refund without a manager PIN
There is no way to fix it from the app: built-in roles are locked, so you cannot add permissions to Cashier. Set floor staff to Employee instead. If you have already created people as Cashier, change them over — see below.
Be clear about what that buys you. Employee restores the customer lookup at the register, and that is the one item on the list above it fixes. It does not open reports, the schedule editor, purchase orders, transfers or refunds — those stay with Manager and above whatever you do here.
One more wrinkle: Employee is not on the Add Employee dropdown. That form offers Cashier, Manager and Admin only, so the two-step is to create the person there — which is what gives them a PIN — and then change their role to Employee in Admin → Users.
Change somebody's role
This is an Admin or Super job — the Admin section does not open for anyone else.
- Open Admin → Users.
- Click the person.
- Pick a role under Role Assignment.
- Click Save Changes.
Four rules the server enforces on every role change, whatever the screen says:
- You cannot grant a role above your own. A Manager cannot mint an Admin, an Admin cannot mint a Super. Equal rank is allowed, so an Admin can appoint another Admin.
- You cannot change somebody who outranks you — You cannot change the roles of a user who outranks you.
- You cannot change your own roles — You cannot change your own roles. Another Admin has to do it. This stops a quiet self-promotion, and it stops you accidentally demoting yourself out of your own account.
- You cannot grant a role carrying a permission you do not personally hold. This is what stops a custom role being used as a back door.
Every successful change is written to Admin → Audit Log with who did it, who it was done to, and what the roles were before.
Build your own role
Admin → Roles & Permissions lists the roles down the left and the permission checkboxes on the right, grouped by area.
- Click a built-in role — Super, Admin, Manager, Cashier, Employee, Viewer — and you can read its permissions, but every checkbox is greyed out and Save is disabled. A built-in role cannot be renamed or deleted at all — the server refuses both.
- Click Create Custom Role, give it a name, and you get a role whose permissions you can tick and save.
You can only put a permission into a role that you hold yourself. A Manager building a role cannot tick Manage roles and hand it out.
Which actions actually enforce a permission
These are enforced on the screens you use in the app. A role without the permission gets a refusal, not a blank screen.
| Action | Permission |
|---|---|
| Opening, previewing, printing or exporting a report | View reports |
| Searching customers, on the Customers page and at the register | View customers |
| Changing a customer | Manage customers |
| Seeing or attaching a customer's ID photo | View / Manage customer ID |
| Reading categories | View categories |
| Creating, renaming or deleting a category | Manage categories — Admin and Super only |
| Adding a shift, deleting a shift, and Copy Previous Week | Manage schedule |
| Purchase orders — ordering, receiving, cancelling, closing short | View / Manage purchase orders |
| Transfers — dispatching, receiving, cancelling | Create transfer |
| Support tickets | View / Manage tickets |
| Issuing a refund | Refund sale |
| Creating, editing or deleting a role, and assigning one | Manage roles |
| The Admin section | View admin panel |
Some read permissions are not enforced where you would expect. View inventory, View suppliers, View schedule and View timesheet are checked on the older page addresses the app no longer uses, so those screens open for anyone signed in whatever their role says. Only the actions in the table above are really gated.
Editing an existing shift is checked against the role name — Manager, Admin or Super — rather than against Manage schedule. So a custom role holding Manage schedule can add a shift and delete one, but gets a bare Forbidden when it tries to change one.
Which screens do not — and what to do about it
These check only that somebody is signed in. A role cannot lock them down:
- Checkout. Anyone signed in can complete a sale.
- Creating, editing and deleting a product from the Products page.
- Opening and closing a register, no-sales, cash in and cash out.
- Dashboard, Sales History, AI Insights and Employee Performance, including every colleague's sales figures.
- The Employees page. Any member of staff with a login can open the roster and read every colleague's name, phone number and email. Wages, the detail drawer, the clock buttons and Add Employee are restricted — but on the role name (Manager, Admin, Super) rather than on a permission, so a custom role cannot be given them.
The practical rule follows from that: the register PIN is your real boundary, not the role. Give a PIN only to people you trust with the till, and change it the day they leave.
Two more things worth knowing:
- Only Admin and Super hold Refund sale out of the box. A Manager cannot issue a refund, and a Manager's PIN will not approve one either: the override PIN has to belong to somebody who personally holds the permission, which means an Admin or a Super. That person also needs a PIN set on the Employees page — Admin → Users creates people with no PIN at all. Set one for at least one owner-level account before your first return. The refund is recorded against whoever's PIN approved it.
- The sidebar is filtered by what your plan includes, never by permission. The Admin link is visible to everyone; a Manager who clicks it gets You don't have permission to access this page. This attempt has been reported.
What is not here yet
- The app gives you no way to edit a built-in role's permissions, so the empty Cashier role cannot be repaired from here.
- There is no per-location or per-register role — a role applies across the whole account.