User Management, Roles & Permissions

Opening User Management

1. Click Settings (gear icon at the bottom of the left sidebar).
2. Select People & Access → Manage Users & Roles.

• Active / Inactive tabs (3) at the top switch between current and deactivated staff.
• The table (4) shows each user's Pcode, Role, which stores they can access, and Last login — the last time they actually signed in, or Never (shown greyed out) if they haven't yet. A real timestamp is shown as DD/MM/YYYY HH:MM.

Adding a staff member

1. Click Add User (2, top right).
2. Fill in Full Name, Email, Phone (optional), and pick a Role. The Employee Code (Pcode) field is auto-suggested from the name — it's what this person types as their code on the PIN login screen, not an organization-level code, and you can edit it if you'd rather use your own.
3. Tick which stores this person should have access to. Picking the Pharmacist role also asks for their License Number.
4. Click Create User.

BitMed shows the Employee Code and a one-time temporary PIN in a dialog — copy it and hand both to the new staff member. This is the only time the PIN is ever shown; they use it to sign in and must set their own PIN on first login.

Managing an existing staff member

Each row has three actions:

• Edit (pencil): change name, phone, Employee Code, role, or store access.
• Reset PIN: issues a new one-time temporary PIN when someone forgets theirs — same rule, it's shown once.
• Deactivate / Reactivate (block icon): instantly revoke or restore a user's access without deleting their history.

Manage Roles (Role & Permission Editor)

Click Manage Roles (1 in the screenshot above) to open the Role & Permission Editor: pick one role at a time from the chips across the top, then grant or revoke that role's editable permissions below. Built-in roles (Cashier, Inventory Clerk, Manager, Owner, Pharmacist, Viewer) carry a shield icon and sensible defaults — they can't be renamed or deleted. Manage Subscription is reserved for the Owner and cannot be granted to another role. A custom role you create instead shows a × to delete it.

• 1: The role chips. Click + New Role, enter a name and choose a Base role. The new role starts with that base role's permissions, which you can then adjust.
• 2: Permissions are grouped into categories — Dashboard, Billing / POS, Reports, Administration, Inventory, Purchasing, and Labels & Barcode — each showing a live "X of Y enabled" count for whichever role is selected. Use Filter permissions… to jump straight to one.
• 3: Every permission now carries a one-line description of exactly what it lets someone do.
• 4: A red Sensitive badge flags a high-risk permission — a visual warning only, it doesn't itself require a PIN or block anything, though a few specific permissions (like No-Bill Cash Refund) have their own separate supervisor-PIN prompt built into that feature. The small link icon next to it (not every Sensitive permission has one) means this permission requires another one to already be on: ticking it auto-grants the permission it depends on, and unticking a required permission auto-revokes whatever depends on it — either way BitMed tells you what else changed. The current dependencies: Organization Dashboard needs Store Dashboard; No-Bill Cash Refund needs Sales Returns; Discount (Above Threshold) needs Billing / POS; Write Off Customer Credit needs Customer Policy; Supplier Claims needs Purchase Orders.
• 5: Compare roles switches to a read-only, side-by-side matrix of every role — the old view, now for reviewing only; click it again (Edit roles) to go back to editing.

Click Save "<Role Name>" when you're done — saving only writes the role you're currently editing. Switching roles or closing the editor with unsaved changes asks you to confirm discarding them first.

The full permission list, by category:

There's no single Settings permission any more — it used to bundle several unrelated things, so it was split into Organization & Store Configuration, API Keys, Manage Product Master, Tax Classification, and Customer Policy, each grantable on its own.