Users and roles

How to create new users, and details on the various roles.

Quick version

Simply navigate to Flow Retail Backoffice using your favorite browser, then go to Users > New User, and fill in the required fields.

Make sure to choose the correct account type and access level for each user, as you will be charged depending on the account type, and as users with more access than strictly needed is normally not a good idea.

First, what is a user?

A user is a person, and a person is one specific and totally unique human on earth.

Every user needs a user account, and each user account is set up with different permissions depending on the needs for each particular user (person).

Account types

An account type is one of these: Regular employee, Employee with Backoffice access or Integration.

Below is a list of the various account types:

Account type	Primarily used for	Access	Clients
Regular employee	Regular employees needing basic sales functionality, order handling, etc.	Create and manage any type of sales Till settlements (e.g opening/closing a till) Basic reports	Flow Retail Client for Windows/Mac/iPad Flow Retail Assistant for handheld/mobile
Employee with Backoffice access	Employees needing everything like a regular employee, and in addition needs access to Flow Retail Backoffice	Same as regular employee, plus Backoffice (web) for adding/editing products and all other data, like creating new stores, etc.	Flow Retail Client for Windows/Mac/iPad Flow Retail Assistant for handheld/mobile Flow Retail Backoffice for web
Integration	External systems integrating with Flow Retail. Although this is also a user and user type, this is actually not a real person (unless the integration in the other end is an AGI)	Full technical access to the installation, including access to add/edit/delete all data	External system (e.g an ERP system, a PCM system, etc.)

The various Account types.

For each user, the following fields are available:

Field	Details	Requirements	Required
Account type	One of the above		Yes
App username	Username used when logging into all clients (except Backoffice).	Lowercase No spaces	Yes
App PIN	PIN used alongside the username to log in (except Backoffice)	4-6 digits	Yes
Firstname	Self-explanatory	None	Recommended
Lastname	Self-explanatory	None	Recommended
Display name	Abbreviation of name, or a first name	None	Strongly recommended
Email	For users which needs access to Backoffice	Valid email address	No
Phone	Nice to have for contacting employees	Numbers	No
Access level	Which access level the user should have	One of the options	Yes
External ID	ID from an external system, like an IDM (Identify Management) system	None	No
Language	The preferred language for the user	One of the options	Yes

All fields available for creating a new user.

Access level

For each user, a general access level has to be defined.

Access level	Access
Seller	Handle any type of sales, opening/closing tills, basic reports.
Department manager	Everything from Seller, plus for example handling purchase orders.
Store manager	Everything from Seller, plus for example creating new users.
Blocked	A user that has been blocked for various reasons.

The various access levels.

Store-specific access

If a user should only have access to one of a few selected stores, then one can define which stores and which access level they should have in each store, respectively.

Note that if the access level is Seller, then a store-specific access is required.

Store-spesific access.

Pricing

Flow Retail is licensed on a per-user basis.

The licensing differs between the various Account types. Check our website on www.flowretail.com for more details on pricing.

Nice pricing. Flow Retail is built with Nice pricing as a foundation, where only active users are counted and billed. This means that users which has not logged into the system over a period of 30 days will be deducted from the next bill. As soon as a user is logging in again, it becomes active, and continues to be charged for.