Multi-store Operations
Part of Multi-store POS operations
Comparing store permissions with head-office access
Compare POS roles by task, location and data visibility, including important Square and Shopify access limits.
Compare POS access by task, assigned location and data visibility. A branch manager may need to approve a return at one store without gaining catalogue or staff controls across the business. Head office may need cross-store information without a till PIN at every branch.
Build a task and location matrix
List roles alongside the actions they need: sell, return, discount, adjust stock, transfer stock, edit items, view reports, manage staff and configure devices. For each action, record the relevant locations. Add what the person can view even when they cannot make changes: sign-in boundaries and data visibility are not always the same.
Use a routine shift and an exception to define the required access. A cashier needs to complete a sale; a manager may authorise a return; a stock coordinator may receive a transfer; head office may inspect several branches. Then check the POS permission and subscription needed for each task.
Check what “location access” means
Square’s Australian guidance says assigned locations determine access to associated data, menus, catalogue items, reports and other location-specific features. Permission sets define what staff may do in POS, the Team app and Dashboard. The number of available custom sets varies by subscription, and editing a set changes access for everyone assigned to it. Check both the assigned locations and the permission set.
Shopify uses a different boundary. Assigned POS locations restrict where a staff PIN can be used, but staff can still view inventory for other locations in the POS app. Viewing or editing other locations’ orders needs a separate permission.
Shopify POS roles apply at Pro locations; they do not apply when an eligible user signs in at a Lite location. A location-restricted PIN alone therefore does not restrict cross-store inventory visibility.
Pros and Cons of Location-Based Access Controls
- Pros – SquareAssigned locations clearly define data, menu and report access. Permission sets apply uniformly across roles.
- Cons – SquareEditing a permission set affects all users assigned to it; limited flexibility for granular control without custom sets.
- Pros – ShopifyStaff PINs restrict POS use to assigned locations, allowing visibility into other locations’ inventory within the app.
- Cons – ShopifyCross-store inventory editing requires separate permissions; Lite locations do not enforce Pro-level role restrictions.
Compare branch and head-office needs
| Question | Branch role | Head-office role |
|---|---|---|
| Where can the person work? | Name the assigned store or stores. | Name the stores and admin areas required. |
| What can the person change? | Allow routine checkout and approved exceptions. | Assign shared catalogue, role and location changes to named owners. |
| What can the person see? | Check reports, orders and inventory beyond the branch. | Confirm intended cross-store views and export access. |
| When does access change? | Review it when branch duties change. | Review it when central responsibilities change. |
Record any task the system cannot separate cleanly. If a required action grants wider authority than intended, change the handoff or explicitly approve that access.
Verify the settings
In a demonstration, use sample cashier, branch-manager and central-admin accounts. Try an allowed action at each relevant location, then inspect what each account can see elsewhere. At Shopify locations, distinguish Pro from Lite; at Square locations, check the combined effect of assignment and permission set. Keep the resulting matrix for onboarding and access reviews.
Steps to Verify POS Access Settings
- Create test accountsSet up sample cashier, branch-manager and central-admin accounts in your POS system.
- Test allowed actionsPerform each permitted task (e.g., sale, return, stock adjustment) at relevant locations.
- Check visibility outside assigned areasInspect what each account can view elsewhere — especially reports, inventory and orders.
- Differentiate Pro vs Lite (Shopify)Confirm whether roles are enforced based on location type (Pro vs Lite).
- Validate combined effects (Square)Ensure both assigned locations and permission sets are correctly applied together.
- Document the matrixSave the resulting access matrix for onboarding and regular access reviews.
