---
title: "Roles and Permissions"
description: "Learn how roles and permissions work in Sarah and how to manage them."
keywords: ["roles", "permissions", "access", "users", "authorization"]
lastUpdated: "2026-06-22"
---

# Roles and Permissions

Sarah's roles and permissions system allows you to control what each user can do in the system, ensuring they only have access to what they need.

## What are Roles?

A **role** is a set of predefined permissions that determines which functionalities a user can use. Sarah has four main roles:

### Administrator (Role ID: 1)

The role with most permissions, ideal for owners or managers.

**Permissions:**
- ✅ Full access to configuration
- ✅ User management (create, edit, delete)
- ✅ Access to all modules
- ✅ Billing and receipt issuance
- ✅ Complete reports and analysis
- ✅ Integration configuration
- ✅ Cash register and shift management
- ✅ **Sarah AI** (floating assistant and `/asistent` page; Pro plan required)
- ✅ Access to superadmin (if applicable)

**When to use:**
- Business owners
- General managers
- Trusted personnel who need full access

### Cashier (Role ID: 2)

Focused on point of sale and cash operations.

**Permissions:**
- ✅ Point of sale (POS)
- ✅ Make sales
- ✅ Cash register management (open, close)
- ✅ Shifts
- ✅ View products and basic inventory
- ❌ Configuration
- ❌ User management
- ❌ Billing (depends on configuration)
- ❌ Advanced reports
- ❌ Sarah AI (business administrator only)

**When to use:**
- Cash register staff
- Salespeople who also handle cash
- Staff who need access to POS and cash registers

### Salesperson (Role ID: 3)

Focused on sales and customer service.

**Permissions:**
- ✅ Point of sale (POS)
- ✅ Make sales
- ✅ Customer management (view, create, edit)
- ✅ View products and inventory
- ❌ Cash registers and shifts
- ❌ Configuration
- ❌ User management
- ❌ Billing (depends on configuration)
- ❌ Advanced reports
- ❌ Sarah AI (business administrator only)
- ❌ Change the cash register on a movement in Sales > Movements

**When to use:**
- Salespeople
- Customer service staff
- Staff who only need to sell

### Junior Salesperson (Role ID: 4)

Inherits Salesperson permissions but with additional restrictions in the Point of Sale, designed for new staff or those requiring supervision.

**Permissions:**
- ✅ Point of sale (POS) with restrictions
- ✅ Make sales
- ✅ Customer management (view, create, edit)
- ❌ Edit prices in the POS cart
- ❌ Edit quantities in the POS cart
- ❌ Remove products without authorization code
- ❌ Cancel sales without authorization code + comment
- ✅ View returns in POS
- ❌ View Inventory > Products in menu
- ❌ Cash registers and shifts
- ❌ Configuration
- ❌ User management
- ❌ Billing (depends on configuration)
- ❌ Advanced reports
- ❌ Sarah AI (business administrator only)
- ❌ View cancellation logs
- ❌ Change the cash register on a movement in Sales > Movements

**When to use:**
- New staff in probation period
- Salespeople requiring supervision
- Employees with restricted POS access

For more details about the cancellation system, see [Cancellations in POS](/docs/pos/cancellations).

## Assign Roles

### When Creating a User

1. Go to **Contacts > Users**
2. Click **"New User"**
3. Complete user information
4. **Select Role** from dropdown
5. Save user

### Change User Role

1. Go to **Contacts > Users**
2. Search for user you want to modify
3. Open edit form
4. **Change Role** in dropdown
5. Save changes

**Note:** Role changes apply immediately. User must log out and log back in for changes to take full effect.

## Specific Permissions

### Permissions by Module

Although roles are predefined, some permissions may vary according to configuration:

#### Point of Sale (POS)

- **All roles** can access POS
- **Administrators** can configure POS
- **Cashiers and Salespeople** can make sales

#### Inventory

- **All roles** can view products
- **Only Administrators** can create, edit, or delete products
- **Cashiers and Salespeople** can view stock

#### Billing

- **Administrators** can issue all receipt types
- **Cashiers and Salespeople** can issue receipts according to configuration
- Some receipts may require special permissions

#### Reports

- **Administrators** have full access to all reports
- **Cashiers and Salespeople** may have limited access according to configuration

#### Sarah AI

- **Administrators only** (owner/manager) with **Pro plan** can use the floating assistant and `/asistent` page
- Cashiers, salespeople, and junior salespeople do not see the button and cannot call the business chat API

## Best Practices

### Principle of Least Privilege

Assign the role with **fewest permissions** the user needs:

- ✅ **Junior Salesperson** for new staff or those requiring supervision
- ✅ **Salesperson** for staff who only sell
- ✅ **Cashier** for staff who handle cash
- ✅ **Administrator** only for trusted personnel

### Regular Review

Regularly review assigned roles:

- **Active users**: Verify all have correct role
- **Inactive users**: Deactivate or delete users who no longer need access
- **Responsibility changes**: Update roles when responsibilities change

### Documentation

Document who has what role:

- **User list**: Keep an updated list
- **Justification**: Document why each user has their role
- **Review**: Review and update documentation regularly

## Security

### Don't Share Credentials

- ❌ **Never share** credentials between users
- ✅ **Each user** must have their own account
- ✅ **Assign roles** appropriately instead of sharing accounts

### Temporary Access

If you need to give temporary access:

- ✅ **Create temporary user** with appropriate role
- ✅ **Delete user** when no longer necessary
- ❌ **Don't use** shared accounts

### Monitoring

Monitor account usage:

- **Review logs**: Regularly review user activities
- **Detect anomalies**: Look for suspicious activities
- **Act quickly**: If you detect problems, act immediately

## Troubleshooting

### User Cannot Access a Module

**Possible causes:**
- Role without permissions for that module
- User needs to log out and log back in
- Error in role assignment

**Solution:**
1. Verify user's role
2. Confirm role has permissions for that module
3. Ask user to log out and log back in
4. If it persists, contact support

### User Has Too Many Permissions

**Solution:**
1. Review assigned role
2. Change to a role with fewer permissions
3. Save changes
4. Ask user to log out and log back in

### I Need a Custom Role

**Current limitation:**
- Sarah has 4 predefined roles (Administrator, Cashier, Salesperson, Junior Salesperson)
- Custom roles cannot be created currently

**Alternatives:**
- Use the role closest to what you need
- Contact support to request new roles
- Consider using multiple users with different roles

## Resto (floor)

Minimum permissions for `/restaurant` (in addition to general panel access):

| Permission | Admin (1) | Cashier (2) | Seller (3) | Junior (4) |
|---|---|---|---|---|
| Access / kitchen | ✅ | ✅ | ✅ | ✅ |
| Charge table | ✅ | ✅ | ✅ | ❌ |
| Edit layout | ✅ | ❌ | ❌ | ❌ |

Operational detail: [Resto](/docs/pos/restaurant).

## Next Steps

- [Authentication and Access](/docs/security/authentication) - Learn about authentication
- [Users and Roles](/docs/contacts/users) - Review how to manage users
- [Resto](/docs/pos/restaurant) - Restaurant floor