--- id: "roles-and-permissions" lang: "en" title: "What each role can do" summary: "Each person has one role, and the role decides what they can do. Only the owner changes what a role can do, and nobody can widen their own access." area: "Team & pay" kind: "reference" url: "https://zeropos.shop/help/roles-and-permissions" alternate: "https://zeropos.shop/help/roles-and-permissions?lang=es" markdown: "https://zeropos.shop/help/md/en/roles-and-permissions.md" screens: ["/backoffice/settings/permissions"] where_to_find: ["MANAGE › Settings › Permissions"] related: ["users-and-roles","layaway","refund-a-sale","regions-and-shops","payroll"] updated: "2026-10-16" --- # What each role can do Each person has one role, and the role decides what they can do. Only the owner changes what a role can do, and nobody can widen their own access. Zero POS has eight roles, each with sensible defaults. The Permissions screen says what each role is for and lists every permission by group, in the language you use the app in. Where to find it: MANAGE › Settings › Permissions. ## Before you start - Only the owner changes what a role can do. Administrators and managers can open the screen to read it. - A person's role is set on their record: [Add someone to the team](https://zeropos.shop/help/users-and-roles). ## Steps 1. Open [MANAGE › Settings › Permissions](https://app.zeropos.shop/backoffice/settings/permissions) and stay on **By role**. 2. Under **Which role are you editing?**, tap the role. 3. Type in **Search capabilities…** to find a permission, or open its group. 4. Turn its switch on or off. A changed row shows **Custom**. 5. Tap **Save changes**. - To undo every change to a role, tap **Reset Seller to defaults** (the button names the role you picked). ## What happens next - The change applies to everyone with that role, on the next screen they open. - Screens and buttons a role can no longer use disappear from their sidebar. ## The eight roles **Owner**: everything, always. The role can't be restricted, and only an owner can make someone else an owner or change an owner's record. **Administrator**: everything except changing what each role can do, switching the accounting mode, and making someone an administrator or an owner. **Manager**: runs the shop. Sales, refunds, fixing and cancelling invoices, layaways, stock, orders, customers, treatments, the rota, time off, targets and bonuses. By default not adding people, opening other people's salary pages or running payroll. **Seller**: the till. Sales, new customers, layaways (but not cancelling one), gift cards, treatments, check-in, closing the day, and their own results and salary. No refunds and no settings by default. **Logistic**: stock. Products, stock counts, purchase orders, transfers, suppliers and reorder, with cost prices, plus the accounting reports and expenses to plan buying. No sales. **Human Resources**: people. Editing team members, check-ins, targets, everyone's salary, bonuses, payroll runs, the rota and time off. Adding a new person stays with the owner and administrators. **Marketing**: customers and offers. Looks up customers and what they spend, exports the list, sees the company dashboard, and writes and sends offers. **Internal Service**: looks up customers and products and sees its own results. If you use this role, give it more on **By role**. ## Worked examples A seller can put a sale on layaway, take payments and hand the goods over, but not cancel a layaway: **Cancel layaway** is off for **Seller**. Any seller may still continue any layaway ([Layaway: hold items while a customer pays over time](https://zeropos.shop/help/layaway)). A seller can't refund by default (**Refund invoices**), so a manager does it ([Refund a sale](https://zeropos.shop/help/refund-a-sale)). A manager opens their own salary page but not other people's, and can't run payroll: that is Human Resources, administrators and the owner ([Team salary and payroll runs](https://zeropos.shop/help/payroll)). To let every seller refund, pick **Seller**, turn on **Refund invoices** under **POS & sales** and tap **Save changes**. ## Where they work The role decides what someone can do; **Where they work** on their record decides where ([Regions and shops: who sees what](https://zeropos.shop/help/regions-and-shops)). With regions ticked, they see only those regions' shops, sales and customers, unless their role has the matching “in all regions” permission, such as **View customers in all regions**. ## Exceptions for one person The **Individual users** tab lists anyone who has exceptions of their own. An exception always wins over the role; **Open user →** opens their record. New exceptions are not added from these screens. To change what one person can do, give them the role that fits, or change what that role can do. ## Nobody widens their own access Nobody can change their own role or exceptions, not even the owner. Apart from the owner, nobody changes their own regions, shops or pay. Administrators can't make anyone an administrator or an owner. Only an owner can create another owner or edit an owner's record. ## Common questions ### What is the Advanced table for? **Advanced · inherit / allow / deny** shows every permission with its **Default**, the **Override** and the **Effective** result. Choose **Inherit default** to drop a change and follow the built-in default again. ### Why can't I change anything for Owner? Owners always have full access, so that role can't be restricted. Pick another role to change it. ### Can I change who builds the rota, records time off or stops gift cards? Yes, like any other permission. Under **Team & HR**: **Build the rota**, **Publish the rota**, **View the team's time off**, **Record time off** and **Cancel time-off records**. Under **POS & sales**: **View gift cards and check a card's balance**, **Issue gift cards by hand (without a sale)** and **Stop a gift card**. Taking a gift card as payment needs only **Create invoices**. ### Why can't I find a switch I remember? The screen lists only switches that change something. A few that nothing in the app checked, such as some old mobile, dashboard and pay switches, are no longer listed: turning them on or off never changed what anyone could do. Whatever your shop had set for them is kept. ## If you see this - “**No capabilities match your search.**” — What to do: The search looks at the permission names as your screen shows them. Try one word, such as “refund” or “layaway”, or clear the box and open the group instead. ## Good to know - Change a role rather than one person where you can: every seller then works the same way. ## Related guides - [Add someone to the team](https://zeropos.shop/help/md/en/users-and-roles.md) - [Layaway: hold items while a customer pays over time](https://zeropos.shop/help/md/en/layaway.md) - [Refund a sale](https://zeropos.shop/help/md/en/refund-a-sale.md) - [Regions and shops: who sees what](https://zeropos.shop/help/md/en/regions-and-shops.md) - [Team salary and payroll runs](https://zeropos.shop/help/md/en/payroll.md)