Getting Your Business Profile Right
The first thing to complete after signing in is your Business Profile. This information powers receipts, invoices, and compliance reports, so accuracy matters.
Navigate to Settings → Business Profile and fill in:
- Business name — used on every customer-facing document
- Registered address — required for tax compliance
- Tax ID / VAT number — FlexotiumPOS validates format against your country locale
- Trading currency — sets the default for all transactions (cannot be changed after first sale)
- Time zone — critical for shift scheduling and report date boundaries
- Logo — uploaded as PNG or SVG, displayed on receipts
Save and verify the preview receipt shown on screen looks correct before continuing.
Inviting Your Team
Go to Settings → Team & Roles → Invite Member. Enter the staff member's email address, select their role, and click Send Invite. They receive an email with a one-time setup link valid for 48 hours.
You can invite multiple people at once by adding additional rows before sending.
Invitations expire after 48 hours. If a team member didn't receive the email, check their spam folder and use the Resend Invite button in the Team list.
Understanding Roles
FlexotiumPOS has four built-in roles, each with a distinct permission scope:
| Role | What they can do | |------|-----------------| | Owner | Full access — settings, billing, data export, all modules | | Manager | Inventory, purchasing, reports, staff scheduling, review queue | | Cashier | POS terminal, shift open/close, customer lookup | | Accountant | Invoice processing, approval workflows, financial reports, audit logs |
To change a team member's role at any time, go to Settings → Team, click the member's name, and select a new role from the dropdown. Changes take effect immediately at their next login.
Permission Matrix
The key permissions to understand:
- Only Owners can access billing, change the currency, export full data backups, or delete records permanently.
- Managers cannot see financial reports or change pricing — those are reserved for Owner and Accountant.
- Cashiers see only the POS terminal and their own shift history.
- Accountants have read-only access to all financial data but cannot process sales or manage inventory.
Deactivating a Staff Member
When someone leaves, go to Settings → Team, click their name, and select Deactivate Account. This immediately revokes access without deleting their transaction history. All sales and actions they performed remain in the audit log for compliance.
Never share Owner credentials with cashiers or temporary staff. Owner accounts have irreversible actions like data deletion and billing changes. Use the appropriate role for each person's day-to-day responsibilities.
Next Steps
With your team set up and roles assigned, you're ready to build your product catalog. Head to the next lesson to learn how to add products, set up categories, and configure reorder points before your first sale.