How to manage users and roles in Mews POS

Team and permissions in Mews POS is where you manage the people who work with the POS and control what each person can see and do. As an admin user, you use the Team & Permissions section of Customer Settings to add and edit users, create and edit roles, and assign the right permissions to each role. You do this when you onboard new team members, adjust responsibilities across your team, or fine-tune the access each user needs, from the POS back office. This keeps your team's access aligned with their responsibilities and your account secure.

In this article, you can learn about:

• How to access Team and permissions
  • Managing users
  • Managing roles

How to access Team and permissions

1. In Mews POS, go to the main menu >  Settings.
2. Click Team and permissions.

The section has two tabs: Users and Roles.

Managing users

View users

The Users tab shows a list of all POS users for your account. The table displays each user's name, email address, status (active/inactive), assigned roles, and operator code.

How to add a new user

1. In Mews POS, go to the main menu >  Settings > Team and permissions > Users.
2. Click Add user.
3. Fill in the following fields:
   • Name: Enter the user's full name.
   • Email: Enter the user's email they use for login, it must be unique.
   • Password: Enter the password, minimum requirements apply. You must confirm it in the second field.
   • PIN: Enter the 4-digit numeric PIN used for quick unlock on the register. Note: PIN values are write-only, so they cannot be read back after saving. PINs must be exactly 4 digits and cannot contain letters.
   • Operator code: Enter the numeric code that identifies the user in reports.
   • Identity number: Enter the identify number. Note: This is only required for Belgian merchants using FDM fiscalization.
   • Language: Enter the user's preferred interface language.
   • Role: Assign one or more roles to define what this user can access.
4. Click Create to save the user.

This adds a new user. 

How to edit a user

1. Find the user in the list and click their row to open the detail view.
2. Update the relevant fields.
3. Click Save.

This edits a user.

How to deactivate a user

1. Open the user's detail view.
2. Toggle Active to off.
3. Click Save.

This deactivates a user.

Note: You cannot deactivate the merchant owner or the account's online (webshop) user. You also cannot deactivate your own account if you are the only remaining Admin.

Managing roles

Roles define what users can see and do in the POS. Each user is assigned at least one role.

Default roles

Every account comes with three main roles:

• Admin: Full access to all settings and operations
• Manager: Access to operations and reporting, limited settings access
• Cashier: Access to order-taking and payment, no settings access

Default role names cannot be changed.

How to create a custom role

1. In Mews POS, go to the main menu > Settings > Team and permissions > Roles.
2. Click Add role.
3. Enter a unique name for the role.
4. Select the permissions to include. You can also start from a suggested role template and customize from there.
5. Click Save.

This creates a custom role. Suggested role templates give you pre-filled permission sets for common role types. This is the fastest way to create a role that fits standard workflows.

How to edit a custom role

1. Select the role from the list.
2. Update the name or permissions.
3. Click Save.

This edits a custom role. 

How to delete a custom role

You can only delete custom roles, not the default main roles.

1. Select the role from the list.
2. Click Delete.
3. Confirm the deletion. If the role has users assigned, you are prompted to reassign them before you can delete the role.

This deletes a custom role.

Key permissions reference

The following permissions have the most impact on what users can access:

Permission	What it controls
Manage team	Access to Team & Permissions settings.
Administer merchant account	Access to Business & Legal and other admin-only settings.
View audit log	Access to the Audit Log tab in Business & Legal.
View reports	Access to the reports section.
Manage products	Ability to create and edit products and menus.

Note: For Belgium, France, and Portugal, the can_amend_invoice_payments permission defaults to off for Manager and Cashier suggested role templates. Enable it only if required by your operations.

You can now manage the users and roles for your Mews POS account, so team members have the right level of access to fit their responsibilities.