You can find the settings for users and user roles under Settings → System → Users & Permissions.
What types of users are there?
In the Users section, you'll find a list of all existing users and can create new ones. How many users you can have at the same time depends on your booked package.
Shop owner – This corresponds to the owner of the Pickware account. The user data of the shop owner is therefore also changed directly in the Pickware account.
Administrators – When creating a new user, you can select via checkbox whether that person should have administrator rights. Administrators have access to all functions in your Pickware Admin.
Regular users – Here you can individually configure which areas of your Pickware Admin the person should have access to.
What are user roles?
Roles define which areas of the Pickware Admin a user is allowed to access and which actions are possible there. A user can have multiple roles at the same time – the permissions of the roles are combined additively. If a role doesn't have a certain privilege, it can be supplemented by another role.
For each role, you can assign general permissions and detailed privileges.
General permissions
These control which areas of the Pickware Admin are visible to the user.
Example: A user only sees the Products section if the corresponding general permission is active.
Detailed privileges
These determine which actions are allowed within an area, e.g. read, edit, create, or delete.
Example: A user can see the Products section, but cannot change product data without product.write.
Many ERP functions require certain detailed privileges in addition to the general permissions. Therefore, always check these permissions first if a user is missing certain functions.
A user can have multiple roles at the same time. The permissions work additively: all privileges of the assigned roles are combined.
For a function to be usable, both levels must always match:
The general permission displays the area.
The detailed privileges control what the user is allowed to do within it.
Some ERP functions require multiple privileges at the same time. If an action cannot be performed even though the associated menu item is visible, this may be due to one or more missing detailed privileges. In this case, an error message appears, which often indicates which privileges are missing. To fix the problem, add the missing privileges to the user role and try again.
Default roles and custom roles
Pickware provides you with preconfigured roles, e.g. Pickware WMS User or Pickware POS User. These roles are automatically updated when functions are extended and should therefore not be edited.
If you need individual permissions, create a new role or duplicate an existing role. Custom roles remain unchanged during updates.
User role for POS
When you install Pickware POS, the user role Pickware POS User is added to your shop, which is granted all the permissions necessary for a user to operate the POS App. Below you'll find an overview of the included permissions.
Basic permissions - This permission must always be granted. If it wasn't granted when saving the user roles, it's automatically selected.
Perform setup - This permission allows the user to set up the POS App (setup for: Germany, Austria, countries without fiscalization).
Perform deposits and withdrawals - With this permission, deposits and withdrawals of cash can be performed at the register.
Perform cash register closing – This allows the user to perform a cash register closing at the end of a working day.
Open cash drawer manually – This permission allows the cash drawer to be opened manually via the app menu.
Edit product price – This permission allows product prices to be edited at the POS.
Grant discount – This permission allows discounts to be granted per product as well as a cart discount.
Open sales history – This allows the user to see all past sales and initiate a return.
Load cart – This allows the user to retrieve saved carts.
This role serves as a complete template for POS users and can be duplicated if needed to create individual variants.