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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: August 24, 2026

Three roles

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

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.
Food/hotel: Kitchen tab when Sales & POS is on; food service also gets Tables. Hotel adds Rooms, Stays, and service requests. Laundry adds a Jobs tab for drop-off intake and claims. Grant these to staff in Settings → Staff access.
Generate invite 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. On food or hotel, cashiers can also get Kitchen (and Tables on food) when Staff access allows it. On laundry, cashiers can get the Jobs tab when Staff access allows it.
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.

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

Device limits

Cloud sync is included on every tier. Extra staff devices need a paid plan: Team or Commerce for retail and hardware, or the matching Pro plan for food, dental, hotel, or laundry. Paid plans include two staff 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 operator recovery—not a new store setup. Admins do not generate restore codes in Settings.

Contact Posh support (Settings → Developer contact). Support verifies ownership and issues a one-time recovery code.
On the new device, install Posh and choose Restore store from cloud.
Confirm store details. Set a PIN later in Settings if you want later launches to require it.
Enter the recovery code when prompted during cloud sync.
Posh pulls your catalog and settings from the cloud.

Managing PINs

A device PIN is optional. Until you set one, the workspace opens unlocked after setup. Admins use Settings → Security (Set PIN, then Change PIN). Cashiers and inventory staff use Device—they cannot open Settings. PINs are 4 digits and stored as secure hashes—not plain text. Changing a PIN requires the current PIN. Choose PINs that team members can remember but others cannot easily guess.

If you set a PIN and are locked out on a cloud-connected owner device, use Forgot PIN? on the login screen. Support verifies the owner contact on file and issues a one-time PIN-reset code for that same device. See troubleshooting.