Lightspeed: How to Manage User Accounts

Jayde Wood

Modified on: Mon, 4 Aug, 2025 at 11:24 AM

This guide provides step-by-step instructions on how to create, edit, and deactivate user accounts specifically within the Lightspeed system. Proper user account management in Lightspeed is essential for maintaining secure access to your point-of-sale system, controlling staff permissions, and ensuring accurate sales and inventory data.

Overview

Lightspeed uses a role-based security model for user accounts. When you create a user, you assign them a specific role that comes with a predefined set of permissions.

Role-Based Access: Each role in Lightspeed (e.g., Admin, Manager, Cashier and Technician) has specific capabilities and restrictions. Selecting the correct role streamlines the process and ensures compliance with the "one Poolwerx Way" by limiting access to only what is necessary for the job.
Outlet Assignments: Users in Lightspeed must be assigned to one or more outlets. This controls which inventory/store locations they can log into and manage.
Data Flow: Actions performed by users in Lightspeed directly impact your sales records, inventory levels, and financial data that integrates with Xero. Incorrect user permissions can lead to discrepancies.
Prerequisites:
- You must have Admin user permissions in Lightspeed to add, edit, or remove users.
- If the new employee does not have their own mailbox, please ask 3ICT to create a free-of-charge email alias for them.
- Ensure you have reviewed the lightspeed-role-matrix to select the appropriate role for the user before you begin.

Step-by-Step Process

Adding a New User

Navigate to the User Section and Initiate Creation
1. From the LightSpeed main dashboard, click on Settings (Cogwheel icon) in the left-hand navigation menu.
2. In the Settings menu, click on Users.
3. On the Users page, click the blue Add user button, located in the top right corner.
Enter Profile Details
1. Username - Enter the user's email address
2. Display name - Enter the user's first name. If you have two or more employee's with the same name, also enter the first Initial of their Last Name. This name appears on receipts, so you don't want to put their full name.
3. Email address - Enter the user's primary email address.
Select Outlets and Role
1. In the "Outlets" section, tick the checkboxes next to all the outlets (store locations) the user should have access to.
2. Tip: Technicians will only need access to their Service Outlet and the main outlet their do stocktransfers from.
3. In the "Role" section, select the appropriate role for the user from the dropdown menu. Refer to the lightspeed-role-matrix for guidance on which role to select.
Set and Confirm Password
1. In the "Password" section, enter a password for the user in the Password field. At this point, this can be any password. As the user will utlise the "Forgot Password" to set a strong password for themselves.
2. Re-enter the exact same password in the Repeat Password field.
Click the blue Save button.
The new user account is successfully created in LightSpeed. The user will receive an email notifying them that their account is created. can now log in using their username (email address) to use the Forgot Password option.

Editing an Existing User

Navigate to the User Section and Initiate Edit
1. From the LightSpeed main dashboard, click on Settings (Cogwheel icon) in the left-hand navigation menu.
2. In the Settings menu, click on Users.
3. On the Users page, find the user account you wish to edit in the list. You can use the search bar if you have many users.
4. Click on the user's username (email address) to open their profile for editing.
Make the necessary Changes
1. You can modify any of the user's details, such as their First Name, Last Name, Email, or their assigned Outlets.
2. To change the user's role, select a new role from the Role dropdown menu.
3. To change the user's password, enter a new password in both the Password and Repeat Password fields.
Click the blue Save button to apply the changes.
The user's Lightspeed account details and permissions will be updated immediately.

Deactivating an User

Deactivating a user account is essential when an employee leaves Poolwerx or no longer requires access to Lightspeed, maintaining your system's security. When you disable a user in LightSpeed you force the user to log out and prevent any subsequent sign in attempts. The personal data of the user is retained, allowing you to re-enable them if needed.

Navigate to the User Section and Initiate Edit
1. From the LightSpeed main dashboard, click on Settings (Cogwheel icon) in the left-hand navigation menu.
2. In the Settings menu, click on Users.
3. On the Users page, find the user account you wish to deactivate in the list. You can use the search bar if you have many users.
4. Click the Enabled toggle switch to set it to OFF. It will turn white, with an x.
Make the necessary Changes
1. You can modify any of the user's details, such as their First Name, Last Name, Email, or their assigned Outlets.
2. To change the user's role, select a new role from the Role dropdown menu.
3. To change the user's password, enter a new password in both the Password and Repeat Password fields.
Select Outlets and Role
1. In the "Outlets" section, tick the checkboxes next to all the outlets (store locations) the user should have access to.
2. Tip: Technicians will only need access to their Service Outlet and the main outlet their do stocktransfers from.
3. In the "Role" section, select the appropriate role for the user from the dropdown menu. Refer to the lightspeed-role-matrix for guidance on which role to select.
Click the blue Save button to apply the changes.
The user's Lightspeed account details and permissions will be updated immediately.

Key Considerations & Best Practices

This section elevates the guide beyond mere instruction by offering strategic advice, common pitfalls to avoid, and ways to optimise the process. Content:

Always assign the most restrictive role that allows the user to perform their duties. Avoid giving "Administrator" access unless absolutely necessary for the integrity of your Lightspeed data.
Periodically review your Lightspeed user list. Deactivate accounts for former employees promptly.
Communicate to your staff the importance of strong, unique passwords.
Carefully consider which outlets each user needs access to. Limiting access to only relevant outlets can enhance security and prevent errors.

Frequently Asked Questions (FAQ)

A new user cannot log in to Lightspeed after I created their account.

Verify that they have performed the "Forgot password" action to set their password.
Remind the user that their full email address is their username for Lightspeed.
As an Admin, go to Lightspeed Settings > Users, locate the user and ensure the Enabled is set to ON.
Advise the user to clear their browser's cache and cookies, or try logging in using an incognito/private Browse window.

A user's cannot perform certain tasks (e.g., they can't process refunds).

Go to Lightspeed Settings > Users, click on the user's name, and review their assigned Role. Consult the lightspeed-role-matrix to confirm which role is needed for the specific tasks. You may need to assign them a higher-level role (e.g., Manager instead of Cashier).

Should I delete my users?

When you delete a user in Lightspeed, you permanently delete the personal data relating to that user. This action will suppress any further processing against the deleted user’s profile. For any content (e.g., sales, reports) previously associated with a deleted user, “Anonymous User” will be shown instead. Therefore, we do not recommend that you delete users. Instead, use the deactivate option to retain historical data while preventing access.