Glossary
What is Role-based access control (RBAC)?
Role-based access control decides what each staff member can see and do according to their role, so a cashier may create bills without viewing profit reports or changing prices. It limits both mistakes and misuse as a team grows.
Role-based access control means you set permissions once per job, not once per person. Create a cashier role that can bill and take payments, give it to each new cashier, and every one of them gets exactly that and nothing more.
How it works in practice
A pharmacy in Kathmandu with six staff might set four roles:
- Cashier: create sales bills and record payments, but not discount freely, void a bill or see purchase costs.
- Storekeeper: receive goods and adjust stock, with adjustments waiting for approval.
- Manager: approve purchase bills, stock adjustments and voids, and read reports.
- Accountant: view and export reports, and change nothing.
When a cashier leaves, the owner disables one login and the role stays ready for the next hire. When a rule changes, for example discounts now need a manager, editing the role changes it for everyone who holds it.
What to check before you choose
- Whether permissions go down to single actions such as view, create, update, approve and void, instead of stopping at whole screens.
- Whether discounting is its own permission, since that is where counter losses usually begin.
- Whether exporting is separate from viewing. Someone who reads a report may not need to download your customer list.
- Whether an activity log records who did what and when, so a question about a voided bill has a name attached.
- In a business with more than one location, whether users can be limited to their own branch.
Common mistakes
- Everyone using the owner’s login. Roles mean nothing if one password does everything, and the log cannot tell people apart.
- Giving approval rights to the person who does the entry. Keep approval with whoever answers for the result.
- Setting roles in the first week and never looking at them again.
When it is not worth it
A one-person shop gains little beyond a strong password. Roles also do not replace supervision. A cashier with proper billing rights can still keep the cash from a sale that was never billed.
In Kuver Books, roles are set in a grid of modules and actions. There is a separate discount permission and a read-only auditor role, and changes are written to the activity log. The help page on user roles and permissions walks through setting them up, and the security page covers the wider controls.
Glossary
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See how Kuver Books handles role-based access control (RBAC).
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