Create user groups in the Back Office to assign POS users to in order to give them specific permissions without having to manually assign each one.

Assign users to one of four groups in the Back Office, or leave a user out of a group to configure their permissions manually.

Creating POS user groups

Use POS user groups to quickly assign multiple permissions to users. You can have multiple groups with the same group type, as long as the name is different for each one.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select POS > User groups.
3. Click Create a group.
4. Enter the name of the group, such as Managers.
5. Choose from one of the four group types: Floor staff, Manager, Trainee, or Shift tracker.
• Floor staff: Users in this group can only access settings configured by a manager.
• Manager: Users in this group can access all POS settings.
• Trainee: Users in this group can only process practice transactions, which won't affect sales data or reports.
• Shift tracker: Users in this group can only use the POS to clock in and out in order to track shift hours.
6. If the group type is Floor staff, choose the group's permissions by checking the relevant boxes in the POS user permissions section.
7. Choose the Group settings permissions. Group settings control how users will handle tips, cash counting, and reporting at the POS.
8. Click Save.

Editing POS user groups

Edit the name and settings of your POS user groups from the Back Office if you need to make changes.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select POS > User groups.
3. Click the name of the group you wish to modify, or click the three-dot menu and select Configure.

   

4. Adjust the settings as needed.
5. Click Save.

Assigning users to a user group

Assign or reassign already created users to a user group from the Back Office.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select POS > User groups.
3. Click the three-dot menu beside the user group you wish to edit and select Edit members.
4. Click + Add member.
5. Select a user from the dropdown menu, or search for a specific username. The user will be automatically added to the group.

To remove a user from a group, click Remove from group beside their name.

POS user permissions

These permissions can be set for the group type Floor staff only. They govern what the POS users in this group will have access to.

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.

Group settings

• Servers must declare tips when clocking out: When clocking out, users will be prompted to self-report, or declare, the amount of tips they leave with at the end of their user shift. To learn how this feature works, visit Handling tips and gratuities.
• All tips collected in cash at end of shift: Users will receive their tips in cash regardless of the original payment method used to leave each tip. The total cash tip amount due to the user is reported on their User report at the POS and on the Staff report in the Back Office.
• Tip discount deduction: The percentage automatically deducted from users’ received tips. The deduction amount is reported as tip discount on each employee’s User report at the POS.
• Initial cash counting: Controls the behavior around counting cash drawers at the POS.
  • Counting is disabled: The cash drawer cannot be counted at the POS and will always be opened with the default amount entered in the Initial cash default amount field.
  • Counting is enabled: Users can count and enter the actual cash drawer amount or they can accept the default amount without counting.
  • Counting is mandatory: Users must count and enter the actual cash drawer amount.
• Initial cash default amount: The default amount that a user’s cash drawer or user wallet will be opened for at the POS unless they count and enter the actual amount.
• Select cash drawer: Select the cash drawer or user wallet that will be used for users’ transactions.
• Report access level: Configure whether the members of this group can view manager-level reports, their own reports, or no reports on the POS.
• This group defines the discounts available to its members: Check this box to define which discounts this user group can apply. All created discounts are available.

What’s next?