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Staff Permission Breakdown

This article will help to breakdown and explain the various levels of permissions within the SWIM utilities.

Note: This article will contain alot of information, please use the keyboard shortcut Ctrl+F to search for specific permissions.

Example Settings: For an example of settings you may want for regular sales staff you can see the example below by clicking here.


Account/Accounting

Summary: currently under revision.. sorry for the inconvenience

Calender

Summary: To allow staff to view the calender, ensure this box is selected. To allow staff to view and add events to the calender, you will have to adjust more permissions further down in "Events" as well as in "Utilities" -> "Calender" section.

Note: For a user to view the calender, there is also a view calender permission within "Utilities" -> "Calender" -> "View Calender", this must be checked in both areas.

Config

Summary: Use the permissions within this category to allow your staff to make changes to the following with the SWIM utilities:

  • Setting up Tyro merchant services.
  • Setting up cloud printing ip-addresses.
  • Setting up your RFID scanner.

Customer

Summary: Use the permissions within this category to adjust settings for staff in regards to Customers:

  • Customer Communications Menu.
  • Delete Customers.
  • Use the find customer search function.
  • Edit customer insurance details.
  • Manage Customer - This contains options regarding customer details eg-
    • View sales, customer wish lists, upload customer images, edit customer details
  • Manage Customer Credit.

Diamond Search

Summary: Use this permission to allow your staff access to the Diamond Search function. Note: To add diamonds to a stock item, you will have to activate the "Stones" permission further down under the "Stock" category.

Events

Summary: Use this permission to allow your staff to add, delete and view events within the SWIM calender.

Expense

Summary: currently under revision.. sorry for the inconvenience!

Report/Reports

Summary: Use this permission to give staff access to SWIM generated reports.

Sale

Summary: This section contains multiple permissions regarding all aspects of using the sale screen in SWIM. Expand this section to find permissions on the following:

  • Transfer customer to and from sale.
  • Find a sale.
  • Create a sale.
  • Non-stock to stock transfer.
  • Add items to sale.
  • Add payment or remove payment from sale.
  • Cancel sale, create refund.
  • Create gift-vouchers.
  • Finish sales.
  • Open register.
  • Adjust tax on sale.
  • Use customer credit on a sale.

Stock

Summary: This section contains multiple permissions regarding all aspects of stock within SWIM.

  • Assemble Stock: Allows user to add components, remove/update components, whilst assembling stock.
  • Change Prices.
  • Consignment Stock: Convert stock items and return consignment stock.
  • Defaults: Only administrators should have access to this permission, as it allows you to set default options relating to stock items within SWIM.
  • Web Items: Only tick this if you are using SWIM web services in order to export web items.
  • Find:Allows user to search for different categories of stock.
  • Mange: Gives users permissions for various aspects within the manage stock/ stock information page, these include:
    • Add component to stock.
    • Add image, remove image.
    • Save location, stock location.
    • Save, edit stock information.
    • View, update form type.
    • View sales history of stock item.
  • Stocktake: Gives users permissions for various aspects within a stocktake including:
    • New - Allows a new stocktake to be opened.
    • Add item to stocktake.
    • Remove item from stocktake.
    • Find stocktake item.
    • View missing stock.
    • Update missing stock.
    • Update Quantity stock.
    • Finalise stocktake.
  • Transfer: Allows user to transfer and receive stock across multi-stores. Note! There is also a transfer permission under utilities that will need to be checked as well.
  • Upsell: Add and remove upsell items.
  • View Stock Pricing Details: Allow user to see the cost price of stock items.
  • Upsell: Add and remove upsell items.
  • View Stock Pricing Details: Allow users to see the cost price of stock items.
  • View Supplier Code: Allow users to see stock supplier codes.

Store

Summary: Allow user to update store details, logos and Synchronise multi-stores.

Supplier

Summary: Give various permissions for Suppliers including:

  • Index Supplier Codes.
  • Find Suppliers
  • Merge Suppliers/Supplier Codes
  • Create Order, edit Supplier Order

User

Summary: Allows users to manage users in utilities. ie- View Permissions, edit permissions, change passwords.

Utilities

  • Budget:Set budgets for sales staff.
  • Calender:This sections allows a user to view the calender and add/delete events. Note:The Calender and Events categories higher up in the permissions screen will need to be checked as well.
  • Create customer categories.
  • Change the date: ie- the store Locale settings.
  • Drop Down Lists: Add elements to the different drop down lists within SWIM.
  • Emails:Compose emails, send emails, save email settings and email templates.
  • Expenses: Information to add here!!!!!!!
  • Global Password Access.
  • Import: Allows users to import cvs files.
  • Letters: Allows access to customer letters.
  • Locale: Allows users access to:
    • Saving store locale settings.
    • Add new tax values.
    • Update Stock Prices
  • Non-Stock: View and delete non-stock items.
  • Printers: Add printer IPs (For cloud printing)
  • Sales: Adjust Account options, Gift voucher settings, adjust customer credit limits.
  • SMS: Create and send SMS messages.
  • Stock: Permission for transferral of stock.
  • Stock Tags: Various permissions for stock tags ie- Copy/delete layout, edit stock tags, set default tag layout, permission to use the Tag print list.
  • User Access Log: Permission to use the User Access log, this allows you to view actions taken by a User or on a particular Stock item.
  • Web Servies: Save and edit Web Service Settings.

Example settings for regular staff

Here is an example of permissions you may want for regular staff.

  • Hide cost price - Under "Stock", uncheck "View Stock Pricing Details".
  • Hide Supplier Code - Under "Stock", uncheck "View Supplier Code".