Access Rights and Roles

Restrict which navigation areas, sale and order actions, and settings each employee can use by assigning them roles.

Access rights let you control what each employee can see and do in the app. Instead of every signed-in employee having the full set of features, you assign each one a role, and each role is granted access to specific navigation areas, actions, and settings. A cashier might be limited to taking sales and viewing products, while a store manager keeps full access including returns, price edits, and the Settings menu.

Access rights build on multi-user mode: they only take effect when several employees share a device and each signs in with their own identity. This page explains how roles map to access, how to assign roles to employees, and exactly what gets restricted.

What each role can access is configured in the Omnium back office, under Configuration → POS → Access Rights. The In-Store App reads that configuration and applies it to whichever roles an employee is assigned. See Configuring access in the back office below.

Prerequisites

Multi-user mode must be enabled for the tenant. Without it, the device runs as a single shared account and no access rights are applied — every feature is available. See Multi-User Mode.
At least one role must be defined and configured in the Omnium back office.
Only administrator employees can assign roles to other employees in the app.

How access rights work

When an employee signs in on the lock screen, the app works out their effective access rights — the combined set of everything the roles assigned to them are allowed to use. The app then shows only those areas, actions, and settings.

A few rules govern who sees what:

Situation	Result
Single-user mode (multi-user off)	No restrictions — every feature is available.
Employee is an administrator	Full access. Admins bypass all role checks.
Employee has one or more roles	Access is the union of every right granted by their roles.
Employee has no role assigned	They see only areas that are marked available for all.
No roles configured for the tenant yet	No restrictions — the app behaves as before roles existed.

Access rights hide features rather than disabling them. An employee without the right simply does not see the navigation tab, button, or settings tile — there is no greyed-out control or "permission denied" message.

An access area can be marked available for all in the back office. Anything marked this way is shown to every employee regardless of their role — even employees with no role assigned. Use it for areas everyone needs, such as taking a sale or looking up a product. See Configuring access in the back office.

What access rights control

Access rights apply at three levels: whole navigation areas, individual actions within a page, and individual settings.

Each of these is a tab or section in the sidebar (or bottom navigation on phones). If an employee's roles do not grant the area, the tab does not appear and the page cannot be opened.

Area	Controls
Sales / Home	The home dashboard and the point-of-sale sale screen
Orders	The order list and order detail pages
Carts	Saved and parked carts
Products	Product search and product detail
Customers	Customer search and customer detail
Promotions	Promotions and campaigns
Inventory Count	Stock counts
Pick List	Orders to pick and shipments
Purchase Orders	Purchase order list and detail
Deliveries	Goods reception / deliveries
Reports	Reporting
Transaction Log	The POS transaction log
Settings	The Settings menu (individual tiles can be restricted further — see below)

Actions within a page

These are fine-grained capabilities that sit inside a page an employee can otherwise open. When the right is not granted, the corresponding button or control is hidden.

Action	Where it appears	Effect when not granted
Apply Discounts	Cart line and cart totals	The discount control is hidden; the employee cannot add a discount to a line.
Edit Price	Cart line editor	The price field is read-only — the employee cannot override a line price.
Edit Tax	Cart line editor	The tax field is read-only — the employee cannot change a line's tax.
Process Returns	Home return tile, order detail	The Return tile on Home and the return actions on an order are hidden.
Cancel order line	Order detail	The Cancel order lines button is hidden.
View Cost Price	Product detail	Cost price figures are hidden from the product view.

Settings

When an employee can open Settings, each tile is gated individually. Only the tiles their roles allow are shown.

Setting	Tile
Manage Employees	Add, edit, and remove employees
Default Market	The device's default market
Default Store	The device's default store
Default Order Type	The default order type for new sales
Register	Register selection
Cash Drawer	Cash drawer configuration
Opening Float	Opening float / cash count
Receipt Templates	Receipt template selection
Receipt Printer	Receipt printer setup
Payment Terminal	Payment terminal setup
Customer Display	Customer display setup (Windows only)

Configuring access in the back office

What each role can access is set up in the Omnium back office, not in the app. Open Configuration in the left sidebar, then the POS tab, then the Access Rights sub-tab.

The Access Rights editor in the Omnium back office, reached via Configuration in the sidebar and the POS tab, with the Access Rights sub-tab selected. The navigation tree lists every area on the left and the Products page is selected, showing the Available for all toggle switched on

The left side is a tree of every access area — the same navigation areas listed above (Sales / Home, Orders, Carts, and so on). Select an area to configure it on the right. A small link icon next to an area means it has configurable functions (see below).

Available for all

Each area has an Available for all toggle on its Access Rights tab. When it is on (the default), the area is available to every employee regardless of role, and a note confirms This area is available to all employees regardless of role. Leave it on for areas everyone needs, such as taking a sale or looking up a product.

Restricting an area to specific roles

Switch Available for all off to limit the area to chosen roles. Tap Add Roles and pick one or more roles from the searchable list. Only employees holding one of those roles will see the area; everyone else has it hidden. While no roles are added, a warning reminds you that No roles have access.

The Products area with Available for all switched off and the Add Roles dropdown open, showing a searchable list of roles such as ClickCollect, Customer Support, Demo, Innensalg, and Lager

Functions

Some areas own finer-grained functions — the actions listed under Actions within a page, such as View Cost Price on the Products area. Open the Functions tab to configure them.

By default each function has Inherit access from the page switched on, so it follows whatever the page resolves to. Switch it off to give the function its own role list — for example, to let everyone browse Products but allow only managers to View Cost Price, leave the Products page available for all but override View Cost Price with just the manager role.

The Functions tab of the Products area showing the View Cost Price function with Inherit access from the page switched off and the Add Role dropdown open to grant a specific role

Saving

Changes are staged as you edit. When there are unsaved changes the editor shows an Unsaved changes indicator with a Save button — tap Save to apply them. In-store devices pick up the new configuration on their next sync with the server.

Assigning a role to an employee

Roles are assigned to employees on the Manage Employees page. Only administrators can do this.

Open Settings → Multi-User → Manage Employees.
Tap an employee row (or ⋮ → Edit) to open the Edit Employee dialog — or tap + to add a new one.
In the Role field, tap to open the role list and select one or more roles. The field supports multiple selections; the employee's access is the union of all roles chosen.
Tap Save in the dialog to stage the change.
Tap Save in the AppBar to send the change to the server.

The Edit Employee dialog in the app showing the Email, Phone, Position, and PIN fields, the Administrator toggle switched off, and the Role multi-select field below it reading "3 selected"

The Role field is hidden when the Administrator toggle is on. Administrators always have full access, so a role would have no effect — turning on Administrator clears any roles already assigned.

The roles assigned to an employee are also shown beneath their name on the employee list, alongside their position and email.

Roles can also be assigned in the Omnium back office on the Edit User page, where each employee row has a Role selector. Changes made there and in the app are kept in sync.

The Multi-employee user editor in the Omnium back office with the Role dropdown open on an employee row, one role selected as a chip and a searchable list of further roles below

Variations

An employee sees fewer tabs than a colleague

This is expected when the two employees have different roles. The app shows only the navigation areas, actions, and settings their roles grant. Check the roles assigned on Manage Employees, or ask your administrator what each role is allowed to access.

A button or tab disappeared after signing in

Access rights are evaluated per employee at sign-in. If a feature was visible under one employee and not another, the second employee's roles do not include that right. Lock the screen and sign in as an administrator (or an employee with the right) to use the feature.

Changes to a role are not reflected yet

Role configuration changes made in the back office reach the device on its next sync with the server. If a change is not visible, lock and unlock the device, or sign out and back in, to pick up the latest configuration.