Add locations, registers and staff

This article shows how to add more shop locations, set up the registers in each one, and give every staff member their own login with only the permissions their job needs. In a jewelry store, permissions matter more than usual: one unchecked discount on a diamond can cost a week’s margin.

Before you start

• Your business is created, with at least one location. See Create your account.
• A list of staff with their name and the shop(s) they work in.
• A decision on who may give discounts, void sales, edit prices and see cost.
• Check your plan’s limits. Counter allows 2 registers and 5 users; see Pricing for the others.

How do I add another location?

Each location is a separate shop with its own stock, registers and receipts. Add one for every showroom, kiosk or workshop that holds stock.

1. Go to Settings → Business locations and click Add.
2. Enter the Location name, address and contact fields that should print on receipts.
3. Choose the Invoice layout and Receipt language for that shop. A souk shop can print Arabic receipts while your mall counter prints English.
4. Set the Default selling price group if this shop sells at different prices.
5. Click Save. The new location starts with zero stock; move pieces in with a stock transfer.

How do I add a register?

A register is a cash drawer that is opened and closed with a count. Every sale belongs to an open register.

1. Go to Settings → Business locations, open the location and choose Registers → Add register.
2. Name it after its place in the shop, for example “Front counter” or “Bridal room”.
3. Link a Receipt printer if the register has one.
4. Save. Staff open the register the first time they go to Sell (POS) each day, entering the opening cash float.

How do roles work?

A role is a named set of permissions. You give each user one role, and they can do only what that role allows. Create roles first, then users.

1. Go to Users & roles → Roles and click Add.
2. Name the role, for example “Sales associate”, “Bench technician”, “Manager”.
3. Tick the permissions for that role. The ones jewelers usually think hardest about:
   • Give discount and Maximum discount %. Set a ceiling for associates; managers can go higher.
   • Void sale and Edit sale. Usually managers only.
   • Edit product price. Keep off for associates so tagged prices cannot change at the counter.
   • View purchase price / cost. Off for associates; the cost then disappears from product screens and reports.
   • View profit reports. Owner and managers only.
   • Stock adjustment and Stock transfers. Managers, or one trusted stock keeper.
   • Repairs → Job sheets: view, create, change status. Give the bench technician status changes but not pricing.
   • Close register and View register totals.
4. Click Save.

How do I add a staff member?

Each person gets their own login. Never share one login across the counter; the audit trail then cannot tell you who sold or edited what.

1. Go to Users & roles → Users and click Add.
2. Enter the person’s First name, Last name and a Username.
3. Set a Password, or let them set their own at first sign-in.
4. Choose the Role.
5. Under Access locations, tick only the shops they work in. A user cannot see stock, sales or registers for other locations.
6. Optionally set a Sales commission % if you pay commission on sales.
7. Click Save.

How do I check what staff have done?

Every sale, edit, discount, void and stock adjustment is recorded against the user who did it.

1. Go to Reports → User activity to see actions by user and date.
2. Use Reports → Register report to see each register’s sales and close totals.
3. Review discounts given per user in Reports → Sales filtered by user.

More on these controls is on the High-value inventory controls page.

Common questions

Can a manager approve a discount on an associate’s sale? Set the associate’s maximum discount low. When a customer needs more, the manager signs in at that register, applies the discount, and the sale records the manager as the user who gave it.

What happens when someone leaves? Open the user in Users & roles → Users and set them to inactive. They can no longer sign in, but their past sales and activity stay in reports.

Can a bench technician see the shop’s sales? Only if their role allows it. A role with repair permissions and nothing else sees job sheets and nothing from the sales floor.