Roles and permissions #
vFile uses roles to control access. A role is a set of permissions; you assign a role to each user so they only reach the screens and actions they need.
Creating a role #
Go to vfile.app/roles and add a role — for example Cashier, Store Manager or Accountant — then tick the permissions to allow, such as:
- Access to POS, sales, purchases, contacts, products or reports.
- Whether the user can add, edit, view or delete each type of record.
- Access to specific business locations only.
- Sensitive actions like editing prices, giving discounts or viewing profit.
Adding a user #
Go to vfile.app/users and enter the person’s name, username, email and password. Assign a role and, if needed, restrict them to certain locations.
Worked example #
You hire a counter salesman, Imran, and want him to bill customers but not see profit or change prices.
- You open Roles and create a Cashier role. You allow POS and view products, but leave view profit and edit price unticked.
- You restrict the role to your Sahiwal location only.
- You open Users, add Imran with his own username and password, and assign him the Cashier role.
- When Imran logs in, he sees the POS and can sell — but the profit figures and price-editing simply are not there for him.
What this affects #
- What each user sees and can do across the whole system is driven by their role — this is your main security control.
- Location limits mean a user only works with the branches you allow.
- Giving each person their own login keeps the activity trail accurate — you can see who did what.
- Creating users and roles does not touch any financial data — it only governs access.
Frequently asked questions #
Should I delete a staff member who leaves?
No — deactivate them instead. This blocks their login while keeping their past transactions intact for your records.
Can two people share one login?
It is strongly discouraged. Separate logins keep the audit trail meaningful and let you set the right permissions per person.
A user can’t see a screen they need — what do I do?
Edit their role and tick the missing permission, or move them to a role that has it.
Related guides #
- HRM & Staff Management — attendance, leave and payroll for these users.
- Asset Management — allocate company assets to staff.