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Users & roles

Who can do what in Posh, how to invite team members, and how to restore an admin device.

Last updated: July 17, 2026

Three roles

Every person who uses Posh has a role stored on the device. Roles control which screens and actions are available after PIN login.

Admin

  • Full access: Home overview, Inventory, Receiving, Stocktake, Inventory reports, Settings.
  • Create, edit, and delete products, categories, and suppliers.
  • POS, Orders, and Sales reports when those add-ons are enabled on the device.
  • Generate invite codes and recovery codes in Settings → Cloud sync.
  • Void sales, manage customers, and configure subscriptions.

Inventory staff

  • Inventory operations: catalog view, restock, adjust, cycle count, receiving, stocktakes, and inventory reports.
  • Cannot create or delete products, categories, or suppliers (admin only).
  • Cannot open Settings, Sales reports, Customers, or POS/Orders.
  • Lands on Home after login; tabs are Home, Inventory, and Device (for sync status).

Cashier

  • POS and Orders when those add-ons are enabled. With POS on, open Orders from the POS menu; with POS off, Orders is its own tab.
  • Cannot open Home, Inventory, Receiving, Stocktake, Settings, or Sales reports.
  • Device tab shows cloud sync status and lets cashiers run manual sync.

Inviting a team member

Only an admin on a device with cloud sync active can generate invite codes.

  1. Open Settings → Cloud sync.
  2. Choose the role for the new invite: Cashier or Inventory staff.
  3. Tap to generate an invite code. Each code is single-use.
  4. Share the code securely with the team member. They install Posh, choose Join store, enter their display name and PIN, then enter the invite code during cloud connection.

Device limits

Cloud sync and multi-device teams require an active POS subscription (₱200/month through Google Play). The plan includes two cashier or team devices in addition to your admin device. Inventory staff devices count toward this limit.

Need more registers? Contact the developer from Settings. Additional devices are configured on your store account outside the app.

Restoring an admin on a new device

If an admin loses a device or buys a replacement tablet, use recovery—not a new store setup.

  1. On an existing admin device, open Settings → Cloud sync and generate a recovery code. Recovery codes are one-time use.
  2. On the new device, install Posh and choose Restore store from cloud.
  3. Confirm store details and set a new admin PIN.
  4. Enter the recovery code when prompted during cloud sync.
  5. Posh pulls your catalog and settings from the cloud.

Managing PINs

PINs are 4 digits and stored as secure hashes—not plain text. Admins manage cashier and inventory staff profiles from Settings. Choose PINs that team members can remember but others cannot easily guess.

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