Create a dedicated POS user account for every employee that will need access to the Lightspeed Restaurant app. When you add a POS user, you can either assign them to a user group or adjust their permissions individually. Once a user has been created, you can edit their POS account from the Back Office.

Adding POS users

Add POS users individually or in bulk from the Back Office.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select POS > Users.
3. Click Add a new user.

   

4. (Optional) Choose a user group from the dropdown menu. If you have two or more POS users that need similar permissions, such as your servers, bartenders, or managers, we recommend that you set permissions at the user group level, rather than setting permissions individually.
5. Enter the user's username, first name, and last name.
• Username: This is how the user’s name will appear in the POS.
• First name: The user’s first name.
• Last name: The user’s last name.
6. Configure the user's POS access, including setting their PIN and QR code for logging in.
7. Configure the user's permissions.
8. Click Save to finish creating the user.

Editing POS users

Edit your POS users to change or add to their permissions, or to change user details like username.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select POS > Users.
3. Click the username of the user you wish to edit, or click the three-dot menu and select Configure.

   

4. Change the user details as needed.
5. Click Save.

POS user quick actions

With the user configuration options on the POS > Users page, you can perform a few quick actions to save time. Click the three-dot menu to access these actions.

• Duplicate user: Create a customizable copy of an existing user with the same settings.
• Edit business locations: Add the user to or remove from existing business locations.
  1. Click the dropdown menu to choose a location.
  2. Click the + to add the user to that location.

     

  3. (Optional) Click Remove access beside a location to remove the user from that location.
  4. Click Back to save your changes and return to the POS user page.

Assigning users to a POS configuration

Assign POS users to a POS configuration so that the configuration is only visible to those specific users. This function is helpful if certain users only work in certain parts of a business or with specific menus.

By default, all users are assigned to all POS configurations when created. Unassign a user to remove their access to that POS configuration. POS users who were deactivated and then reactivated will need to be reassigned to all relevant configurations.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select POS > Configurations.
3. In the Configuration name column, click the name of the configuration you would like to edit.
4. Select the Device settings tab.
5. In the POS user rules section, select the users you would like to allow within this configuration.

   

6. Click Save to save your changes.

Archiving POS users

If an employee or former employee no longer needs access to the POS, deactivate their account via the Back Office. The POS user will no longer be able to log in to the POS once their account is deactivated.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select POS > Users.
3. Click the username of the user you wish to edit, or click the three-dot menu and select Configure.

   

4. Scroll down to the User status section and click Disable user. The user will no longer appear in your list of POS users or user groups.

POS user settings

The POS user settings control an individual’s specific permissions in the Lightspeed Restaurant POS app, as well as their username and how their name appears on reports.

User details

POS Access

• PIN code: Assign a PIN code that the user must use to log in to the POS. This PIN code can be 4-6 digits.
• Identifier for local orders: Assign a specific identifier to a user for the Drinkotec integration or Pay at Table feature. This PIN code must be 4 digits.
• iButton ID: For businesses using a Dallas key, enter the Dallas key number in this field to ensure Lightspeed can match this user with their key.
• QR code: Generate a QR code this user can scan instead of using a login button.
• Visibility: The user is visible in the POS.

POS user permissions

POS user permissions will only be visible if a user has not been assigned to a user group. Users who have been assigned to a user group will automatically have all rights assigned to the group. Check the box beside each permission you wish the user to have.

Report access

This permission can be modified even if the user is already in a group. Click the dropdown to allow the user to see their own reports, manager reports, or no reports.

Available discounts

Allow the user to apply specific discounts.

Receipts and tickets

• Duplicate receipts: The user can print copies of customer receipts.
• Email receipts: The user can send customer receipts by email.
• Partial receipts: The user can create partial receipts.
• Payment method management: The user can edit the payment method used on receipts.
• Printing management: The user can manage the printing settings for production centers.
• Ticket printing: The user can reprint tickets when in table order mode.

Cancellations and voids

• Order refunds: The user can void and refund processed transactions.
• Partial refunds: The user can use partial refunds, or refund individual items on processed transactions.
• Order reopen via refund: The user can refund and reopen closed orders.
• Line voids: The user can cancel items that have already been sent to production.

Orders

• Order profile management: The user can add or edit an order's profile.
• Item transfer: The user can transfer items between orders or tables.
• Table access: The user can access tables assigned to other users.
• Table transfer: The user can transfer tables to other users.

Payments

• Cash drawer access: The user can open the cash drawer without processing a transaction.
• Order split: The user can divide an order into separate checks.
• Tipping: The user can manually add tips to orders.

Shifts

• Time clock access: The user can clock in and out on the POS.
• Shift management: The user can open and close shifts.

Configurations

• Configuration management: The user can change the current POS configuration.
• Sales restrictions: The user can set quantity limits directly from the POS.
• Configuration reload: The user can reload the current POS configuration to apply updates from the Back Office.
• Customer management: The user can edit customer profiles on the POS.
• Terminal management: The user can manage or set up payment terminals.

What’s next?