User management: add, edit, and manage users and user permissions in Dutchie POS

Learn how to add and adjust user profiles and user permissions in Dutchie POS.

Things to know

  • You must have the Edit Users permission to make changes to user profiles, including bridging users across LSPs. If you need to contact your customer success manager or support about additional permissions, a staff member with the "Edit Users" permission should reach out.
  • In order to use the LSP assignments feature, your organization must have multiple LSPs.
  • If you change a user's permissions while they're signed in, the change doesn't take effect until they log out.
  • To view user permissions and their meanings, read the User permissions reference guide.

Table of contents

View, create, and manage user profiles

From the Users section, you can view all active and inactive users, create and manage users, and assign permissions that allow them to interact with the system.

Go to Settings > Users.

Search for users

There are several ways to search for users:

  • Use the search bar at the top of the user table.
  • Filter users by location or status (Active and Inactive).
  • Scroll through the table.

Add new users

  1. Click the Add user button.
  2. Fill out the required fields, and click Add.
Required fields Notes
Login ID

Enter the ID user will use at login

Login ID Requirements: Each Login ID must be unique within your specific server. If you attempt to register a Login ID that is already in use, the system will generate an error message and prevent the action.

To ensure avoid duplication errors, we recommend using your primary email address as your Login ID. If you prefer to create a custom username, we suggest using a combination of your first name, last name, and a unique sequence of numbers (e.g., JaneDoe01).
Password

Enter a password for the user. 

This can be a temporary password for the user's first login only; enable the Change password on first login toggle below to have them choose their own password.

Dispensary admins can set the minimum length and required password reset intervals in Settings > Location > Security
Full name Enter the user’s full name.
Default location Choose a default location from the dropdown list.
Optional fields Notes
Email While this is not required, it is recommended. The user will need this to reset their password through email.
Date of Birth Enter date of birth
State Id Enter State ID. This is typically your Dispensary Agent or Metrc ID.
State Id expiration Enter expiration date of state ID.
Type Choose from Management, Administrative, Sales, Production, or Other.
Status

Current employees should be set to Active.

Set former employees to Inactive to remove their access to Dutchie POS while preserving their user history.
Change password on first login Enable this toggle to require the user to choose a new password on their first login. Otherwise, they will continue using the password you entered above.

Delete a user

Users cannot be deleted in Dutchie POS. However, you can make a user inactive. The user will be deactivated, but their history will be retained.

If you encounter the error "cannot update user belonging to a different LSP" this is because the user was created at a different LSP. You will need to have the Admin of the parent LSP inactivate this person.

  1. Go to Settings > Users.
  2. Click the 3 dots "..." icon next to the user.
  3. Choose Details.
  4. Choose Status > Inactive.
  5. Click Save.

Navigating the Details view

From Details view, you can view and update information about users and manage their system permissions.

  1. Go to Settings > Users.
  2. Click the 3 dots "..." icon next to the user.
  3. Choose Details.
Feature Use
Actions button

Click the Action button from a users’ Details screen to reveal these options:
Generate a PIN

Users with the POS Manager permission can use this PIN to approve manager-only actions in the Register. Learn more about PINs below.

If your location uses PIN login, there is a different procedure for generating and resetting user PINs. Learn more about PIN login.

 

Set a password or force a password change

  1. Go to Settings > Users.
  2. Click the 3 dots icon next to the user.
  3. Choose Details.
  4. Click the Actions button.
  5. Choose Set password or Force password change.

Assign or “bridge” users across LSPs

Organizations with multiple LSPs can assign users across LSPs if they have the Bulk Assign User Locations permission. 

  1. Go to Settings > Users.
  2. Use the checkboxes to select users.
  3. Click Bulk actions > Assign to LSPs
    bo_settings_users_assign to LSPs.png
  4. Click the Add LSP button.
  5. Choose an LSP from the dropdown in the Add LSP assignment popup.
  6. Click Add.
  7. Repeat these steps to assign any additional LSPs

Generate a PIN for a user

If your location uses PIN login, there is a different procedure for generating and resetting user PINs. Learn more about PIN login.

Managers can use a PIN to approve certain actions at the Register such as manager discounts or voids. Users with Edit User permissions can generate PINs from the User Details view in Settings:

  1. Go to Settings > Users.
  2. Click the 3 dots icon next to a user.
  3. Choose Details.
  4. Click Generate in the PIN code field. Click the eye icon to show or hide the PIN.
  5. Click Save.

PINs are 6 digits by default. To instead use 4- or 8-digit PINs, contact Dutchie Support to have the default PIN length changed.

Manager PINs

A PIN can be set for all users, but it is most commonly used by a manager to approve manual discounts, voids, returns, and more. If you are a Dutchie POS admin with the Assign Permissions permission, you can make any other user a manager by enabling the POS Manager permission on their profile.

  1. Go to Settings > Users.
  2. Click the 3 dots icon next to the user.
  3. Choose Change permissions.
  4. Click General.
  5. Under Administration, check the box for POS Manager.
  6. Click Save.

If the user is currently signed in to a Register, have them sign out to make the change take effect. When the user signs back in, their PIN will be valid for approving actions such as voids or discounts that are set to require manager approval.

void_modal_w_manager_PIN_field.png

The following actions in the Register may require a manager PIN. Contact your CSM or Dutchie Support to change whether a manager PIN is required for:

  • Completing checkout
  • Depositing cash into a drawer
  • Accessing product search
  • Editing a cart
  • Adjusting patient allotment
  • Adjusting loyalty points

A manager PIN is also required for any manual discount where Require manager approval is set to Yes.

You can choose whether a manager PIN is required for returns under Settings > Location > Point of Sale > Require Manager PIN for Returns.

Manager PIN is always required for voids.

User permissions

To interact with the system and to use different system tools, users need to have permissions enabled. Users can be given individual permissions, or they can be assigned to permission groups.

Permission groups are not shared across locations. Each location has its own set of permissions applied.

View Permissions

  1. Go to Settings > Users.
  2. Click the 3 dots icon next to the user you want to view permissions for.
  3. Choose individual View Permissions.

You can also view permissions using the Actions drop down from the users’ Details view.

Change Permissions

Under Change Permissions you can change permissions for a user.

  1. Go to Settings > Users.
  2. Click the 3 dots icon next to the user you want to change permissions for.
  3. Select a permission group (General, Cultivation, Inventory, etc).
  4. Change individual permissions, and choose Save.

You can also change permissions using the Actions drop-down from the users’ Details view.

Permission Groups

Permission groups are customizable and often based on roles at different facilities (Budtender, manager, etc.). Custom permission groups make it possible to assign a set of permissions to users rather than one permission at a time.

Go to Settings > Users > Permission groups.

Create a new permission group

  1. From the Permission Groups menu click the Add group button.
  2. Type in the name of your new permission group and choose Create.
     

Assign permissions to a permission group

  1. From the Permissions Groups menu select the name of the group you want to assign permissions to.
  2. Add the permissions you want associated with this group and choose Save.

Assign users to a permission group

There are several ways to add a user to a permissions group:

  • From the Users menu, select the user, and choose Assign to Group.
  • From the Details view for a user, select Assign to group from the Actions dropdown.
  • From the Permission Groups menu, select a permission group, and choose Assign User.
  • Admins with the Bulk Assign User Groups permission can use the checkboxes to select multiple users, then Actions > Assign to groups.
    bo_settings_users_bulk assign to groups.png

Learn more

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