Introducing Roles in Zakya

Introducing Roles in Zakya

QuoteGreat things in business are never done by one person. They're done by a team of people.
 — Steve Jobs
Indeed, the success of a business does not depend on a single individual but on a team of people who perform their roles responsibly. When someone in a key role fails to deliver, it can jeopardize the entire organization. That is why it is crucial not only to assign responsibilities to the most capable individuals but also to ensure that the right controls and permissions are given to the right people.

Consider a typical supermarket: It employs people in various roles such as store supervisor, cashier, sales staff, and inventory manager. Each role comes with specific responsibilities and corresponding access permissions.
  • A store supervisor may have full access to the premises and the authority to hire new staff and assign roles.
  • A cashier is granted access to the billing area and the tools required for processing transactions.
  • A delivery person is allowed into the storage area to pick up orders and may be authorized to handle a limited amount of money for transportation and return.
This principle is not limited to physical operations but also applies to digital tools like point of sale (POS) software, which supports business management. A POS system includes various modules to handle different business operations. Access to these modules must be carefully granted based on an employee’s role and responsibilities. 

If an inexperienced employee is given access to sensitive areas such as financial reports, or if an experienced employee lacks the permissions needed to perform their job, it can lead to confusion and inefficiency.

Let's consider a more complex scenario.

Idea
Imagine you run a supermarket with several key roles including store manager, assistant store manager, department manager, cashier, warehouse manager, delivery manager, and a customer service representative. Each of these roles requires specific access within your POS system to perform their responsibilities effectively.

Here is how access might be distributed:
  • Store manager - Full access to all modules in the POS system.
  • Assistant store manager - Access to all modules except admin settings and critical financial reports. Can manage inventory, view reports, and oversee staff.
  • Department manager - Access is limited to inventory and purchase modules for their department. Can monitor stock levels and request orders.
  • Cashier - Access only to the billing module. Cannot modify pricing, access stock data, or view reports.
  • Inventory manager - Full access to inventory management, stock transfers, purchase orders, and receiving. No access to sales or billing data.
  • Customer service representative - Access to billing, returns, loyalty programs, and the customer database.
  • Delivery staff - Access only to delivery tracking, dispatch lists, and amount collection logs. No access to inventory or billing.
Different roles in a retail store

In such a dynamic business setup, fixed role-based access models are often insufficient, as they can give employees either too much or too little control. Businesses need the flexibility to create custom roles that align with each person's job and responsibilities.

This is where Zakya POS stands out. It lets you create custom roles and set specific permissions for each user. Whether you want to grant access to the Zakya web portal, limit users to specific billing functions, or provide access to perform a specific action within a report, Zakya provides complete control over user permissions.

To learn how you can create and manage roles in Zakya, click here.