Print Configuration
Staff & Role-Based Access Control
Add your team members, set up roles with different permissions, and keep track of what everyone is doing.
What You'll Learn
- How to create roles with custom permissions
- How to add staff members
- How to manage staff access
- How to watch staff activity
Why This Matters
Good staff management means:
- Everyone has the right access
- Important information stays safe
- You can track who made changes
- Team members work well
1. Create Roles
Before adding staff, create roles that define what people can do. A default Business Admin role exists with all permissions.
Where to go: Access the sidebar navigation on the left of the dashboard → Click on Roles & Permissions tab
Viewing Roles:
- Access the sidebar navigation on the left of the dashboard
- Click on Roles & Permissions tab
You'll see a list of existing roles with:
- Role Name - The name of the role
- Description - What the role does
- Staff Members - Number of staff assigned
- Permissions - Number of permissions granted
Adding a New Role:
Where to go: Access the sidebar navigation on the left of the dashboard → Select → Roles & Permissions → Click the + Role button
- Click the + Role button on the top right of the page
- The Create New Role pop-up will appear
Fill in the Role Details:
| Field | What to Enter |
|---|---|
| Role Name | Use lowercase letters and underscores (e.g., kitchen_staff, cashier, stock_manager) |
| Status | Active (enabled) or Inactive (disabled) |
| Description | Describe the role and its responsibilities |
Set Permissions:
- Browse through the permission groups:
- Finance & Payments
- Dashboard & Reports
- Staff Management
- Front Desk / POS
- Order Queue
- Inventory Management
- Expense Management
- Tender Management
- Menu Management
- Audit & Compliance
- System Settings
- Supplier Management
- Billing & Usage
- Financial Statements
- Search for specific permissions using the search bar
- Check the boxes next to the permissions you want to grant
- Click Create Role to save
Common Roles and What They Can Do:
| Role | Typical Permissions |
|---|---|
| Cashier | Front Desk / POS, Order Queue (view only) |
| Senior Cashier | Front Desk / POS (with discounts/refunds), Order Queue |
| Kitchen Staff | Order Queue (view and update status) |
| Stock Manager | Inventory Management, Supplier Management |
| Accountant | Finance & Payments, Financial Statements, Expense Management |
| Store Manager | Most permissions except System Settings |
| Business Admin | All permissions (default) |
2. Add Staff Members
Bring your team into the system.
Where to go: Access the sidebar navigation on the left of the dashboard → Select Staff Management → Staff tab
Viewing Staff:
- Access the sidebar navigation on the left of the dashboard
- Select Staff Management
You'll see a list of existing staff members with:
- Staff Member - Name and username
- Role - Their assigned role
- Contact - Email and phone number
- Status - Active or Inactive
- Joined - Date they were added
- Actions - Edit or delete options
Adding a New Staff Member:
Where to go: Access the sidebar navigation on the left of the dashboard → Select Staff Management → Click the + Staff button
- Click the + Staff button on the top right of the page
- The Add Staff Member pop-up will appear
Fill in the Staff Details:
| Field | What to Enter |
|---|---|
| Full Name | The staff member's full name |
| Their email address (used for login) | |
| Password | Create a temporary password (they can change it later) |
| Phone Number | Contact number with country code (e.g., +254712345678) |
| Role | Select from the roles you've created |
| Position | Their job title (e.g., Cashier, Head Chef) |
| Hire Date | When they started (mm/dd/yyyy) |
| Hourly Rate (KES) | Optional - their hourly pay rate |
- Click Add Staff to create the account
3. Manage Staff Access
Change roles or remove access when needed.
Where to go: Access the sidebar navigation on the left of the dashboard → Select Staff Management → Staff tab
Edit a Staff Member:
- Find the staff member in the list
- Click the Edit (pencil icon) in the Actions column
- Update their information (role, position, hourly rate, etc.)
- Click Save
Remove a Staff Member:
- Find the staff member in the list
- Click the Delete (trash icon) in the Actions column
- Confirm the deletion
- They can no longer access the system
Change Staff Status:
- Active: Can log in and access the system
- Inactive: Cannot log in (useful for temporary leaves)
4. Watch Staff Activity
See who did what and when.
Where to go: Access the sidebar navigation on the left of the dashboard → Click Audit Logs
Viewing Audit Logs:
- Access the sidebar navigation on the left of the dashboard
- Click Audit Logs (located directly in the sidebar)
You'll see a comprehensive log of all system activities with:
| Column | What It Shows |
|---|---|
| Timestamp | When the action happened |
| User | Who performed the action (with email) |
| Action | What they did (CREATE, UPDATE, DELETE) |
| Entity | What was changed (order, product, tender, etc.) |
| Details | Additional information about the action |
| IP Address | Where the action came from |
Filtering Logs:
Use the filters at the top to narrow down results:
| Filter | What It Does |
|---|---|
| Search | Search by user or entity name |
| All Actions | Filter by specific action type (CREATE, UPDATE, DELETE, etc.) |
| All Entities | Filter by entity type (order, product, tender, etc.) |
| Date Range | Filter by specific date range |
Summary Statistics:
The top of the page shows key metrics:
- Total Actions - Total number of logged actions
- Today - Actions performed today
- This Week - Actions performed this week
- Creates - Number of create actions
- Deletes - Number of delete actions
Why Audit Logs Matter:
- Track who made changes
- Catch unauthorized activity
- Keep people accountable
- Investigate problems or discrepancies
- Monitor system health and performance
Quick Tips
- Make roles before adding staff
- Give staff only the permissions they need
- Change roles when staff change positions
- Remove access immediately when staff leave
- Check audit logs regularly
- Use strong passwords
- Change PINs periodically
Need Help?
If you have questions:
- Check the other guides in this series
- Ask your manager or admin
- Contact CoSMOS support
All Available Guides
- Getting Started
- Products & Menu Setup
- Inventory & Supplier Management
- Tender & Credit Accounts
- Processing Sales & Checkout
- Financial Management & Reports
- Settings, Branding & PIN Login
- Staff & Access Permissions
