Cannabis POS staff permissions: a practical role checklist

Start with work, not job titles

“Manager” can mean the person covering a lunch break or the person responsible for every location. A title alone does not explain whether someone should approve a refund, change stock or export customer information. Write down the work each person does during a normal shift and during an exception.

In PURP, permissions distinguish actions such as processing and approving refunds, applying and approving manual discounts, recording cash movements and approving cash exceptions. Inventory adjustments and approvals also have separate permissions. Use these distinctions to give staff enough access to do their work while reserving sensitive decisions for the appropriate people.

Build a role worksheet

The following is a suggested planning worksheet, not a description of PURP’s default role grants. Adapt it to your team, record the specific permissions you choose and review any employee exceptions.

• Cashier: identify the sales, customer lookup and permitted tender actions needed at the register. Decide whether manual discounts or refund requests belong in the job.
• Supervisor: list the exceptions this person can approve during a shift, such as a discount or refund. Do not assume every approval comes with the title.
• Inventory lead: separate counting, receiving, transfers and adjustments. Decide who can approve adjustments or view and edit costs.
• Store manager: define store reporting, cash review and team responsibilities. Confirm which company settings remain outside the role.
• Owner: identify who manages wider company access, sensitive configuration and the final review of delegated authority.

For each line, add three columns: permitted locations, person who approves exceptions and person who covers absence. This turns an abstract role list into a usable shift plan.

Separate performing from approving

Suppose a cashier receives a return while the supervisor is helping another customer. The cashier needs to know whether they may initiate the return, who can approve the refund and what happens next. Rehearse that workflow using the access actually assigned to both employees.

Apply the same exercise to a manual discount, cash adjustment and stock discrepancy. Ask whether the employee may make the change, request it, approve it or only view it. Record the expected result and any required reason or evidence. Avoid creating a universal “manager PIN” instruction: a person’s permitted action depends on their account, location access and the workflow involved.

Reporting deserves its own review. PURP separates report viewing, exporting and visibility of cost, profit and margin. A supervisor may need daily sales figures without needing the ability to export data or inspect product profitability. Customer contact and other sensitive information also have separate visibility controls.

Keep location access and sign-in clear

Review location grants whenever someone covers another store or changes responsibilities. Confirm both the action and the location: being able to receive stock at one store does not establish the right to work across the company. A temporary assignment should have a named owner and a review date; remove the extra access when the assignment ends.

PURP’s staff PIN is for POS operational access on a trusted register. Admin, Delivery Dispatch and Driver App use the employee’s account, company multi-factor authentication policy and role permissions. A POS PIN does not sign the employee into those products or bypass their permissions.

Give every employee their own identity and keep access changes attributable. Include disabling or removing access in the offboarding checklist, alongside recovering company devices and reviewing any temporary grants. Do not rely on a departing employee simply promising to stop using a shared login.

Test allowed and denied actions

• Sign in with a test employee account carrying the intended grants.
• Complete an allowed sale or operational task in an approved test environment.
• Try a restricted refund, discount, cash or inventory action and confirm the expected refusal or approval path.
• Check permitted and restricted locations, plus report export and cost visibility.
• Remove a temporary grant and confirm that the account no longer has that access.

Repeat these checks when responsibilities change. Keep the worksheet with staff training so employees know who can help during a shift. Explore running the floor with PURP and the retail reporting guide when assigning the daily review.