Users

The Users page allows administrators to create, manage, and control system user accounts for employees.

Navigation: Access Control → Users

User access and permissions are determined by the roles assigned to the user. For detailed information about roles and permissions, refer to the Roles document.

Overview

Users represent employee accounts in the system. Each user has:

• A unique identifier (User ID)
• Basic profile information (name, electronic ID)
• Optional group assignments for organizational structure
• Optional commission plan assignments for sales tracking
• Password for system authentication
• Time clock login capability for tracking purposes

Users are assigned roles to define their system permissions and access levels.

Initial Setup

When accessing the Kensium Point-of-Sale Admin page for the first time, a Setup Guide is displayed. During this process, required administrative details are entered to configure the system.

The Setup Guide automatically creates an initial default user with the Administrator role. This user can then create additional users and assign roles as needed.

Users List Page

The Users page displays all configured user accounts in the system.

Page Components

Search and Filters

• Search bar - Locate users by ID, first name, or last name
• Sorting - Sort by User ID, First Name, Last Name, or Group ID
• Paging - Display 25 users per page (customizable up to 100)

User Details Displayed

Each user record in the list displays: - User ID - Unique identifier for login - First Name - Employee's first name - Last Name - Employee's last name - Group ID - Assigned user group (if applicable) - Action buttons - Edit and Delete options

Add User

Click Add User (top-right corner) to create a new user account.

Creating a User

To create a new user:

1. Navigate to Access Control → Users
2. Click Add User
3. Enter required user information
4. Set optional fields (group, commission plan, electronic ID)
5. Configure password
6. Click Save

The new user account is immediately created and ready for use.

User Information Fields

Field	Description
User ID	Unique identifier for the user. Used for system login and employee tracking. Cannot be changed after creation.
First Name	Employee's first name. Required field.
Last Name	Employee's last name. Required field.
Group ID	Assigns the user to a user group for organizational structure and permissions. Optional field.
Electronic ID	Electronic identifier (badge, card number, etc.) for the user. Optional field used for system integration.
Commission Plan	Assigns a commission plan to the user for sales tracking and calculations. Optional field.
Time Clock Login	Enables or disables time clock login capability. When enabled, the user can use time clock devices. Optional feature.

Password Management

Password management allows secure authentication for user accounts.

Action	Description
Set Password During Creation	Enter password and confirmation when creating a new user.
Password Requirements	Passwords should be secure and meet organizational security policies.
Edit Password	Administrators can update a user's password from the Users list by clicking the password edit option.
Password Security	Passwords are not displayed when editing user accounts (security best practice). Only administrators can reset or change passwords.

User Groups

User groups provide organizational structure for managing users:

• Groups can be assigned to users for logical organization
• Groups help with access control and permission management
• A user can be assigned to one group
• Group assignments can be modified when editing a user

For detailed information about user groups, navigate to the User Groups section under Access Control.

Editing a User

To modify an existing user:

1. Navigate to Access Control → Users
2. Click Edit next to the user
3. Update required fields (User ID cannot be changed)
4. Modify optional fields as needed
5. Update password if required
6. Click Save

Changes take effect immediately.

Deleting a User

To delete a user account:

1. Navigate to Access Control → Users
2. Click Delete next to the user
3. Confirm the deletion

Warning

Deleting a user account removes the user's system access. Consider disabling a user instead of deleting if you need to maintain audit history. Deleted users cannot be recovered.

User and Role Relationship

Users and roles work together to provide system access control:

• Users are employee accounts in the system
• Roles define permissions and access levels
• A user can have multiple roles assigned
• Removing a role assignment immediately removes those permissions from the user
• Modifying a role's permissions affects all users assigned to that role

For detailed information about roles and permissions, refer to the Roles document.

Recommendations

• Create users only for employees who need system access
• Assign the minimum roles required for job responsibilities
• Regularly review user accounts and role assignments
• Use user groups to organize employees by department or location
• Keep user records current by updating information as employees change roles
• Disable accounts for employees who leave rather than deleting them
• Monitor user activity and access patterns for security purposes

Best Practices

• Use clear, consistent user ID naming conventions across environments
• Ensure each user has appropriate roles for their responsibilities
• Document reasons for access level assignments
• Audit user accounts periodically to ensure accuracy
• Implement security policies for password management
• Train users on system access and responsibilities

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