Administration

Goal

Manage stores, staff, permissions, and safe system settings without changing trading data by mistake.

When you sign in to the back office, the left drawer groups your work into: DAILY OPERATIONS (Stock Management — Create Item, Edit Stock, Receive Stock, Stock Take · Customer Service — Create Customer, Edit Customer, View Invoices · Till Management — Edit Float, Store Cashups, Shortcuts), ADD-ONS & INTEGRATIONS, SALES MANAGEMENT (Invoice, Quote, Cashup Reports, Active Specials), SUPPLIER MANAGEMENT, REPORTS & ANALYTICS, STOCK MANAGEMENT (full hub), CUSTOMER MANAGEMENT, FINANCE & ADMIN (Financial Management · HR Management · Asset Management), SYSTEM & SETTINGS (System Configuration · Till & Payments · Billing), SUPPORT & DOCUMENTATION, SIGN OUT (User Logout, Switch Store). The pages below describe the admin tasks you do.

Where this happens

• In the back office (Core App): Finance & Admin group (Financial Management · HR Management · Asset Management) + System & Settings (System Configuration · Till & Payments · Billing). The Wiki groups these as 'Administration' for convenience.

Administration is for supervisors, franchise teams, and authorised store managers. Use the least access needed for the task and keep business changes approved.

In the app, franchise HQ and store admin lives in two groups: Finance & Admin for employees, security, assets, financial management, and most store settings; and System & Settings for system-level settings like Smart Invoice, Kazang Settings, Payment Methods, billing, and franchise management. (The Wiki calls this section 'Administration' because it groups the admin topics together — there is no single 'Administration' drawer entry.)

Problem

You need to manage stores, staff, permissions, or safe system settings without changing trading data by mistake.

Prerequisites

• You are signed in with an administrator role.
• You have approval for the change and the affected store.
• You have the correct employee, store, or setting details ready.

Franchise HQ and stores

1. Open System & Settings → System Configuration → Franchise Management.
2. Review the store list and select the store you need.
3. Check store status and information before editing.
4. Save one approved change at a time, then reopen the record to confirm it.
5. Use store groups or templates only when the affected stores are confirmed.

Do not apply a franchise-wide change when the instruction is for one store only.

For rolling out a new store with the same Quick Link Items and case-linking rules as the rest of the franchise, see Franchise stock templates.

Employees and security

1. Open Finance & Admin → HR Management → Create Employee to add a new user (or Edit Employee to update an existing one).
2. Search before creating a user to avoid duplicates.
3. Add or edit the employee details required by your business.
4. Open Security and assign the approved security group.
5. Save, then confirm the employee can see only the screens required for the role.

Never share a password or ask staff to use another person's account.

For a step-by-step guide to adding a new employee and choosing the right security group, see Grant employee permissions.

System settings

1. Open System & Settings and choose System Settings or System Adjustments.
2. Read the current value before changing it.
3. Change only the setting named in the approved instruction.
4. Save and test the smallest affected workflow.
5. Record what changed and who approved it.

Settings may affect prices, stock defaults, display behaviour, security, labels, or payment methods. Ask Support before changing a setting whose effect is unclear.

Offline invoicing setting (supervisor)

Store settings also include the options that control what the till can do when the internet drops:

• Allow offline invoicing — when on, the till (Retail POS App or Restaurant POS App) can keep taking sales during an outage and uploads them when the connection returns. When off, the till will block sales during an outage.
• Max offline hours — how long the till may keep selling offline before it stops for safety. Increase this when an outage is expected to last longer, and reset it afterwards.

See Working offline for what cashiers should see and do.

Documents, devices, and recovery

Three day-to-day admin tasks that sit outside System & Settings → System Configuration → Franchise Management, Finance & Admin → HR Management, and the rest of System & Settings:

• Attach a file to a record — use Document attachments to add a delivery note PDF to a GRV, a signed quote to an invoice, or proof of payment to a debtor account.
• Manage how many devices the store can register — see Device limits to set the per-device and per-store caps, or to free a slot when a device is replaced.
• Recover from "logged out of franchise" — see Logged out of franchise — recovery when a till shows the binding message and the cashier cannot sign in.

For a multi-store supervisor's morning routine across every store, see Multi-store supervisor day flow.

Expected result

The approved store, employee, permission, or setting is updated, the change is visible after reopening the record, and the affected workflow still works.

Edge cases

• You cannot see Administration. Your role does not include it; ask the franchise owner or supervisor.
• A user needs more access. Obtain approval and assign the smallest suitable group.
• A setting change causes unexpected behaviour. Stop further changes, note the old and new values, and contact Support.
• A franchise template affects the wrong stores. Do not continue the run; tell the administrator which stores were selected.

Related

• Getting started
• Industries and store workflows
• Suppliers
• Grant employee permissions
• Document attachments
• Franchise stock templates
• Device limits
• Logged out of franchise — recovery
• Multi-store supervisor day flow
• Currency setup
• Support and escalation