In this chapter
A. What the ready-made roles can do
Every new account comes with these roles. To give someone a different mix of permissions, create a custom role (see Users & Security).
| Role | Typical person | Can do |
|---|---|---|
| Owner | Business owner | Everything, in every property |
| Full Access (Admin) | Trusted general manager | Everything the owner can, as an assignable role |
| Manager | Outlet or hotel manager | Day-to-day operations of both restaurant and hotel: menu, tables, orders, discounts, KDS, billing (including voids), offers, reservations, rooms, check-in/out, housekeeping (including inspections), hotel billing, City Ledger, Night Audit, Guest CRM, inventory, purchasing (including PO approval), requisitions, shifts, payroll, property settings, and reports (including Customer Insights) |
| Accountant | Accountant or finance staff | Payroll processing and salary advances, City Ledger invoicing and payments, and read-only access to bills, folios, stock, purchasing, and the revenue, occupancy, P&L and Customer Insights reports |
| Cashier | Billing counter | Take orders, generate bills and record payments, view offers, update table status, manage customers, and record City Ledger payments |
| Waiter | Floor staff | Take and update orders, update table status, manage table reservations and customers, and generate bills |
| Kitchen Staff | Chefs and cooks | View orders and use the Kitchen Display (mark items ready) |
| Receptionist | Front desk | Hotel reservations, check-in/out, room changes and cancellations, room status, posting folio charges, the visitor register, Guest CRM, and viewing housekeeping, room blocks and the night-audit history |
Note: Finance & Accounting, Campaigns and the Audit Log aren't part of any ready-made staff role. They're available to the owner, the Full Access preset, or a custom role that includes them.
B. Modules and the screens they unlock
| Module | Screens | Area |
|---|---|---|
| Platform Administration | Dashboard, Properties, RBAC, Settings, Audit Log | All businesses |
| Table Management | Menu, Tables, Restro. Reservation | Restaurant |
| Order Management (POS) | Orders, Customers, Online Ordering, Room Service orders | Restaurant |
| Billing & Invoicing | Billing | Restaurant |
| Offers & Coupons | Offers | Restaurant & Hotel |
| Kitchen Display System | KDS | Restaurant |
| Room Management | Rooms, room types and rate calendar | Hotel |
| Front Desk | Hotel Reservation, Night Audit, Room Blocking, Visitors, City Ledger | Hotel |
| Hotel Billing & Invoicing | Hotel Billing (folios) | Hotel |
| Housekeeping | Housekeeping | Hotel |
| Guest CRM | Guest CRM | Hotel |
| Inventory Management | Inventory, Procurement, Requisitions | Operations |
| Staff Management | Staff | Operations |
| Attendance & Payroll | Shifts, Attendance, Payroll, My Leave | Operations |
| Finance & Accounting | Chart of Accounts, Journals, Expenses, Periods, statements, GST Return, Import, Bank Reconciliation | Operations |
| Revenue Analytics | Occupancy, Revenue, P&L, Food Sales Analytics, Customer Insights | Reports |
| Promotional Campaigns | Campaigns | Marketing |
Which modules are included depends on your plan, and further modules can be added at any time. Ask your truePOS partner for the options that suit your business.
C. Frequently asked questions
A screen described in this manual doesn't appear for me. Either your plan doesn't include that module, the module is switched off for your property (Settings → Modules), or your role doesn't include it. Ask your account owner.
I see "Select a property…" instead of any data. Choose a property in the property switcher at the top left.
A property shows "Inactive" and I can't select it. It has no active subscription. Contact your truePOS partner to activate it.
I forgot my password. Click Forgot password? on the sign-in screen. See Getting Started.
The KOT or receipt doesn't print. Printing opens a small print window. If your browser shows Popup blocked, allow pop-ups for the portal, then print again.
The WhatsApp button on a bill is greyed out. The customer has no phone number on file. Add it to their customer record.
Do I need to install anything? No. truePOS runs in any modern web browser (Chrome, Edge, Safari or Firefox) on a computer, tablet or phone.
Can I see all my outlets together? Yes. Choose All properties in the property switcher for combined figures on the dashboard, and use All Properties in the finance reports.
Can a staff member work at two of my outlets? Yes. Assign them to each property from Staff.
Who can see Finance, Campaigns or the Audit Log? The owner, and anyone given the Full Access preset or a custom role that includes them. See section A above.