User Management & Password Management

November 16, 2021 10:17

Overview

The User Management section in Console allows businesses to create, manage, and control employee access across Console, POS, Partner Portal, and supported applications.

Using User Management, merchants can:

Create employee accounts
Assign roles and permissions
Control location access
Configure PIN-based sign in
Enforce password security policies
Manage user authentication and access restrictions

Accessing User Management

Navigate to:

Settings → General Settings → User Management

From this screen, merchants can:

View all existing users
Add new users
Edit user details
Manage location entitlements
Activate or deactivate users

Understanding User Roles

Each user must be assigned a role. Roles determine which features, reports, and settings the user can access.

Common roles include:

System Admin
Financial
Accounting
Client
Venue GM
Store Manager
Supervisor
Cashier
Assistant Store Manager
Temporary Employee
Warehouse GM
Zone Manager
HR Manager
Support Manager
Vendor
Server
Committer
Reviewer
Runner
Customer

Important

Users can only create or manage users with roles at or below their own permission level.

Example:

A Store Manager cannot create a System Admin user.
A Supervisor cannot create a Financial user.

Adding a New User

To create a new user:

Navigate to Settings → General Settings → User Management
Click Add User
Enter the required user information
Click Save

After saving the General information, Location Entitlements can be configured if needed.

Create/Edit User

This page contains the basic details required to create and manage a user account.

Field	Description
Activate User	Enables or disables the user account. When disabled, the user can no longer log in to Console or POS.
Name *	Employee’s display name.
Authentication Type	Defines whether the user signs in using standard login credentials or SSO (Single Sign-On).
Username *	The unique username used for login.
Password *	The login password for the user account. Passwords must meet the configured password policy and cannot contain the username.
PIN	A numeric PIN used for faster login. PIN length can range from 4–20 digits..
Role *	Determines the user’s permissions and access level within the system. Every user must be assigned a role.
Email	Recommended for password recovery, notifications, and Forgot Password functionality.
Date of Birth	Employee’s date of birth information.
Address Fields	Includes Address Line 1, Address Line 2, City, State, and Country information.
Phone	Primary contact number for the employee.
Country Code	Country dialing code associated with the phone number.
Mobile	Secondary or mobile contact number.
Venue	Associates the user with a specific venue available in Console.
Date of Joining	The employee’s joining date or profile creation date.
Type *	Defines whether the employee is Permanent or Temporary.

User Creation Rules

The following rules apply when creating users.

Name Requirements

Requirement	Details
Maximum Length	50 characters
Allowed Characters	Letters, numbers, spaces, and supported special characters
Restricted Characters	Single quote ('), double quote ("), and question mark (?)
Leading Spaces	Automatically removed when saving

Username Requirements

Requirement	Details
Unique Username	Each username must be unique within the domain.
Maximum Length	50 characters
Allowed Characters	Letters, numbers, spaces, and supported special characters
Restricted Characters	Single quote ('), double quote ("), and question mark (?)
Leading Spaces	Automatically removed when saving

Important Notes: By default, only the following characters are restricted: ', ", ?. Additional special character restrictions for user management can be configured in the system configuration if required by the merchant.

User ID is automatically generated by the system upon user creation.

Password/PIN Rules

Password Requirements

Passwords login can be used on POS, Console and supported applications for authentication purposes.

Requirement	Description
Allowed Characters	Passwords can contain letters, numbers, and special characters.
Restricted Characters	Single quote ('), double quote ("), and question mark (?)
Character Combination	Users can use uppercase letters, lowercase letters, numbers, or supported special characters in any combination. There is no mandatory requirement for a specific character type.
Username Restriction	Passwords cannot contain the user’s username. This validation is case-insensitive and applies during user creation, password reset, and password updates.
Password Expiration	Passwords expire every 90 days.
Password Update After Expiration	Once a password expires, the user must create a new password before continuing access to the system.
Forgot Password Support	Users can use the Forgot Password option to reset their password if they forget it or if the password has expired.
Password Reset Requirement	New passwords must follow all configured password policy rules, including username restrictions.

PIN Requirements

PIN login can be used on POS and supported applications for faster authentication.

Requirement	Details
Length	4–20 digits
Format	Numeric only
Uniqueness	Must be unique per user
If users "Password" expires	System blocks PIN login even if the entered PIN is correct. User will be prompted to reset or update their password before they can continue using PIN login.

Location Entitlement

Location Entitlements restrict which stores or locations a user can access.

By default: Users can access all store locations.
Restrictions are applied only after specific location entitlements are configured.

To Add Location Entitlements:

Edit an existing user or create a new user
Open the Location Entitlement tab
Select the required store locations by selecting Store Lookup
Click Entitle To User

Users will then only be able to access the entitled locations.

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