Staff Management Overview
Swift POS includes a comprehensive staff management system with role-based access control, manager approval workflows, session locking, and activity tracking.
Staff Accounts
Each staff member has:
- Name -- displayed in the POS and on order records
- 4-digit PIN -- used for login, lock screen re-entry, and manager approvals
- Role -- determines what actions they can perform
- Location (optional) -- a default location pre-selected at login
Staff accounts are created and managed from the Shopify Admin > Swift POS > Staff page. See Creating Staff for setup instructions.
Preset Roles
Four roles are available out of the box:
| Role | Description | Typical Use |
|---|---|---|
| Admin | Full access to everything | Store owner, operations manager |
| Manager | Can approve restricted actions, access analytics | Floor manager, assistant manager |
| Shift Lead | Day-to-day operations with some restrictions | Senior cashier, team lead |
| Cashier | Basic POS operations only | Front-line sales staff |
Each role has a predefined set of permissions covering 28 actions across 8 categories.
Custom Roles
info
Custom roles are available on the Pro plan.
On the Pro plan, you can create custom roles based on any preset template, then override individual permissions. This lets you create specialized roles like "Inventory Clerk" or "Senior Cashier" with exactly the right access levels.
Staff Features
| Feature | Description | Details |
|---|---|---|
| Roles & Permissions | 28 granular permissions | Learn more |
| Manager Approval | PIN-based approval for restricted actions | Learn more |
| Lock Screen | Auto-lock and manual lock with PIN re-entry | Learn more |
| Activity Log | Track logins, logouts, and staff switches | Learn more |
| Performance | Sales metrics and leaderboards per staff | Learn more |
Staff Limits by Plan
| Plan | Max Staff |
|---|---|
| Free | 1 |
| Starter | 3 |
| Standard | 10 |
| Pro | Unlimited |