2. Deactivating or Deleting a User

2. Deactivating or Deleting a User

If a user no longer needs access to the POS or Back Office, you can either deactivate or delete the user. Note that for audit trail purposes, only users that have not processed any transactions can be deleted. If an employee has processed transactions (e.g., sales, orders), they cannot be deleted, but they can be deactivated. Deactivation ensures that the user cannot log in while retaining their historical records, which are accessible from headquarters or by an admin for audit and reporting purposes.

1. Access the User Menu:

Navigate to the User Menu in the Posterita POS Back Office.



2. Select the User:

Find the user you want to deactivate or delete, and click on their name to open the user details.



3. Deactivate a User:

To deactivate the user without deleting their profile:

  1. Click the Action button in the top right corner and select Deactivate.
  2. The user will no longer have access but their details will remain in the system for future reference. Deactivation is useful if the user may need access again in the future or if their historical data is required for reporting.



4. Delete a User:

If the user is not associated with any orders and you want to permanently remove them:

  1. Click the Action button in the top right corner and select Delete.
  2. Confirm the deletion when prompted, and the user will be removed from the system.
  3. If the user is associated with any orders, deletion will not be allowed, but you can deactivate them instead.


Important Tips:

  1. Deactivating vs. Deleting: Deactivating a user is useful when they may need access again in the future, as it preserves their details. Deactivation also keeps their historical data in the system, which is important for maintaining audit trails and order records. Deleting a user is a permanent action and should only be used when the user is not linked to any orders and no longer needs to be part of the system.
  2. Fraud Prevention: Removing or deactivating users when they leave the company or change roles is crucial to prevent unauthorized access. If a former employee retains their credentials, they could potentially access sensitive information or manipulate transactions.
  3. Audit Trails: Deactivated users' data remains part of the system, ensuring that all previous actions, orders, and transactions they were involved in are maintained for audit purposes. This is crucial for both tracking user activity and ensuring transparency in case of disputes or investigations.

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