The owner’s password, shared with four people, is how most shops start — and why nothing that goes wrong can be traced to anyone.
It looks like the simplest arrangement and it quietly removes two things. Everyone can see the margin on every item, which is rarely what an owner intends. And every action in the books belongs to "the account", so a wrong entry or a cancelled bill has no author.
Separate logins restore both at once. What each person can open is controlled by their role, and what each person did is recorded under their name — which is also what makes the audit log worth having.
Each staff member, with their own sign-in.
Cashier, storekeeper, accountant — whatever you have defined.
On their own device, seeing only their screens.
Remove access the day someone leaves.
Who can open the books, on which device, and what they are allowed to do once inside. Staff get accounts of their own rather than a shared password, and what each of them can reach is set screen by screen.
Most of it is set up once, early, and then only noticed when something changes — a new device signs in, a bill is cancelled, a role needs tightening.
What decides their access, and what records their actions.
Because permissions and the audit trail both depend on knowing who is acting. Shared, neither works.
Yes — through roles, which are set screen by screen.
Their access is removed without anyone else having to change a password.
Permissions and audit trails only mean something when people sign in as themselves.
