Vendra uses role-based access control. Each user gets access only to the modules and functions they need. A cashier sees the POS and nothing else. An accountant sees Accounting and Invoices but not payroll. A manager can see everything. This guide walks through adding a user from scratch and configuring their permissions correctly.
Step-by-step: adding a user
Open Settings and go to Users
Go to Settings → Users & Companies → Users. You will see a list of all existing user accounts. Click New to create a new one.
Enter the user's name and email address
Type the user's full name in the Name field, and their work email address in the Email field. The email address is used as their login username and is where the invitation email will be sent.
Set the access level
Under the Access Rights section, the first choice is the user type:
- Internal User — for staff who need access to back-office modules such as Sales, Inventory, Accounting, or POS
- Portal — for external users such as customers or vendors who only need access to their own documents (invoices, orders) through a customer portal
Most employees are Internal Users.
Configure module-level permissions
Below the access level, you will see a section for each installed module. Set the appropriate level for each one the user needs:
| Module | Options | What it means |
|---|---|---|
| Point of Sale | Cashier / Manager | Cashier can process sales and close their own session. Manager can access configuration, view all sessions, and apply higher discounts. |
| Inventory | User / Manager | User can process receipts, deliveries, and transfers. Manager can access configuration, valuation reports, and reordering rules. |
| Accounting | User / Adviser | User can create invoices and record payments. Adviser has full access including chart of accounts, journals, and financial reports. |
| Sales | User / Manager | User can create quotations and orders. Manager can access all orders, override prices, and see full sales reporting. |
| Purchase | User / Manager | User can create RFQs and purchase orders. Manager can approve orders above threshold and access full purchasing reports. |
Leave a module set to blank (no access) if the user should not see that module at all. A cashier, for example, would have POS set to Cashier and everything else left blank.
Set a password or invite by email
Click Save to save the new user record. Then choose how to give them access:
- Click Action → Set Password to assign a password directly — useful if you want to hand them their credentials in person
- Click Action → Send Invitation Email — the user receives an email with a link to set their own password and activate their account
The invitation email is the recommended approach for most staff members.
Restrict access to specific POS terminals
If you have multiple POS terminals and want a cashier to only access certain ones, go to Point of Sale → Configuration → Point of Sales. Open the terminal you want to restrict. In the terminal's settings, look for the employee restriction options and add or remove users as needed. A user not permitted on a terminal will not be able to open a session on it.
Set a POS cashier PIN
The POS supports quick staff login using a PIN rather than a full username and password. To set a PIN: go to Employees, open the employee record for this person, and click the HR Settings tab. Enter a 4–6 digit number in the POS PIN field and save. The employee can now tap their name on the POS terminal login screen and enter their PIN — much faster during a busy shift than typing a full password.
If a user's role changes — for example a cashier is promoted to store manager — simply open their user record in Settings, update the POS permission from Cashier to Manager, and save. The change takes effect on their next login.
Permission quick-reference by role
Cashier
POS: Cashier. All other modules: no access. Optionally restrict to specific terminals. Set a PIN in the employee HR Settings tab.
Store manager
POS: Manager. Inventory: Manager. Sales: User or Manager. Accounting: none or User depending on scope.
Accountant
Accounting: Adviser. Sales: User (for invoice visibility). Purchase: User. POS: none or read-only. No inventory configuration access.
Full administrator
All modules set to Manager or Adviser. Settings access enabled. This role should be limited to one or two trusted people in the business.
Deactivating a user when they leave
When an employee leaves, go to Settings → Users & Companies → Users, open their user record, and click Action → Archive. An archived user can no longer log in. Their historical records — sales, orders, and entries they created — remain intact and unaffected. You can reactivate an archived user at any time if needed.