Customers, users and security

This guide explains customer records, customer accounts, employee access, roles, access logs, and the audit trail.

Create a customer¶

1. Open Customers & Staff > Customers.
2. Select New Customer.
3. Enter the customer's name and available contact details.
4. Enter business or tax information when invoices require it.
5. Save.

Search before creating a customer to avoid duplicate accounts and split purchase histories.

View and update a customer¶

Use the actions beside a customer to:

• View the customer details and related activity.
• Edit information that has changed.
• Delete only when the record is unused and business policy permits it.

Use Download CSV for authorised data review. Customer exports contain personal data and must be stored securely.

Customer accounts and history¶

Select a saved customer during a sale when you need:

• A tax invoice or fiscal buyer details.
• Customer-specific pricing or promotions.
• Credit sales and repayments.
• A consolidated purchase history.
• Loyalty handling where configured.

Open Credit Sales for credit limits, balances, repayment history, and authorised journal entries.

Create an employee or user¶

1. Open Customers & Staff > Employees.
2. Select the add-user action.
3. Enter the person's identity and login details.
4. Assign the correct role.
5. Assign only the retail branches or facilities the user requires.
6. Save the account.
7. Ask the user to sign in and change temporary credentials when supported.

Create a separate account for every employee. Shared accounts weaken cash accountability and audit records.

Roles and permissions¶

Apply least privilege: give users only the access necessary for their work.

Typical responsibilities may include:

• Cashier: POS, customer selection, permitted receipt actions, and own cash-up.
• Supervisor: approved overrides, refunds, session assistance, and selected reports.
• Inventory clerk: products, receiving, transfers, and stock counts.
• Manager: operational reports, staff controls, pricing, and location management.
• Administrator: tenant, subscription, protected settings, and complete audit access.

The exact role names depend on the tenant configuration.

Update or deactivate access¶

Update a user's role or locations when responsibilities change. Deactivate an account immediately when the employee leaves or should no longer access QuickTill.

Do not delete historical users merely to remove access; historical transactions should continue to identify the responsible account.

Password and device safety¶

• Never share passwords or administrator PINs.
• Lock or sign out of unattended devices.
• Do not save credentials in browser notes or messages.
• Use approved devices and current application releases.
• Report unexpected login prompts or account activity.
• Restrict exported customer and report files.

Access Logs¶

Open Access Logs to review authentication and access events.

1. Filter by user, period, or event when available.
2. Look for unexpected times, locations, devices, or repeated failures.
3. Confirm whether the activity was authorised.
4. Deactivate compromised access and escalate the event.

Access logs answer who accessed the system and when. They do not replace the business transaction audit trail.

Audit Trail¶

Open Audit Trail to review important user and system actions.

Use it to investigate:

• Product or price changes.
• Stock corrections and movements.
• User and permission changes.
• Refunds or protected actions.
• Configuration changes.

Filter narrowly by date and user, then capture the event reference before taking corrective action.

Admin PIN¶

Open Settings & Customization > Admin to configure protected operations.

• Choose a PIN that is not easily guessed.
• Share it only with authorised supervisors.
• Change it when an authorised employee leaves.
• Never enter it where customers or unauthorised staff can observe it.

Privacy practices¶

• Collect only information needed for business operations.
• Confirm buyer details before printing an invoice.
• Do not expose one customer's history to another customer.
• Share exports only through approved channels.
• Use Support & Diagnostics because it is designed to provide privacy-safe diagnostic information.

Common problems¶

User cannot see a menu¶

• Confirm the role includes the feature.
• Confirm the subscription includes the module.
• Confirm the user is assigned to the correct facility.
• Sign out and sign back in after permission changes.

User can sign in but cannot sell¶

• Confirm a retail branch and inventory assignment.
• Confirm an available cashier session workflow.
• Confirm the user is active and permitted to use POS.

Suspicious activity is found¶

• Preserve the access-log and audit references.
• Deactivate the affected account.
• Change exposed credentials or PINs.
• Contact an administrator or support.

Review checklist¶

• [ ] Every employee has an individual account.
• [ ] Roles follow least privilege.
• [ ] Facility assignments are correct.
• [ ] Former employees are inactive.
• [ ] Administrator access is limited.
• [ ] Access logs are reviewed periodically.
• [ ] Audit events are retained for investigations.
• [ ] Customer exports are protected.