Before users can be added, you will need to set up Roles. In NextGen, ‘Roles’ refer to each user’s role in the store or company - such as cashier, manager, assistant manager and so on. Each role will have a defined list of Permissions, which are the specific actions that each role may be allowed or restricted from.

Each role only needs to be created once, thereafter they can be assigned to users. The roles can be edited to alter permissions as necessary by any user with the access to do so.

Use the following steps to add or edit user roles and permissions:

1 Adding Roles
2 Adding Permissions
- 2.1 Portal Permissions
- 2.2 POS Permissions
3 Assigning Roles to Users

Adding Roles

On the Portal, Select System Admin, then under Users and Permissions, select User Roles and Permissions.

This screen filters available roles according to the Stakeholder Type. If the logged in user is set to a Store User, they will not be able to view or edit the roles for the Store Owner stakeholder type.

Click Add role to store [(storeID)] (Store Name).

A panel will appear prompting you to input a Name for the role. This should correspond to the users’ role in the store (i.e cashier, manager etc.)

Click Save.

Once added, click the new role’s Permissions icon

Adding Permissions

The Role Permissions will open on the Portal permission tab.

Portal Permissions

Permissions are grouped in sets. Access can be granted to the entire set or to each individual permission.

Access to Portal permissions has three levels:

Restricted prevents access to that page or activity completely.
Read Only allows the user to view the page and its contents but does not allow the ability to add or edit entries.
Full access allows the user full access to create and edit entries.

If individual permissions are set to different levels in a set, the set heading will show ‘mixed’.

POS Permissions

POS permissions are binary in that they are only either allowed or restricted. POS permissions govern what a user can do in POS products such as CounterPOS.

Click the checkbox to allow/deny a permission set or individual permissions in each set.

Read each permission carefully to determine whether you want that permission to be allowed or denied for the role you have created.

Once done, click Save.

Assigning Roles to Users

The role can now be applied to users on the Users page. To quickly change a user’s role, click the Role Assignment button for the user

One or more roles may be assigned to the user.