Every person who works in your pharmacy should have their own MediPOS login, so each bill, discount and stock change carries a name. The Team screen adds staff and decides what each person may do, and in which branch. The Roles screen controls pharmacy staff permissions: what a cashier, pharmacist or manager is allowed to touch.
How to add a team member
- Open Administration → Team and click Add team member.
- Under Account, enter the Full name and at least one of Mobile number or Email (optional). Counter staff often have no email, so a mobile number is enough.
- Enter a Starting password and give it to them in person.
- Under Roles, choose a role and a branch. Leave the branch on All branches if the role applies everywhere. Click Add another role for a second role.
- Under Counter limits, set Opens in branch and, if you want, Max discount (%).
- Click Add to team.
They sign in with their mobile number or email and the password.
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Someone who already uses MediPOS
If the number or email already belongs to someone who uses MediPOS, for example a pharmacist who also works at another store, they are invited instead of added, and no new password is needed.
- They get an email and a notice under the bell. They answer it under Pharmacies & invitations in their account menu, with Accept and join or Decline.
- Until they accept, your Team list shows only the number or email you typed, marked Invited. Their name appears once they join.
- They take a seat of your plan only when they accept. To take the invitation back, click Cancel invitation on the Team list, in the browser or the Windows app.
- After they join, they pick your pharmacy under Choose a pharmacy when they sign in.
On a branch PC that syncs with the cloud
On a hybrid branch PC, the team, roles, passwords and two-step sign-in come from the cloud. Change them at medipos.pk: the PC picks the change up within a minute. On that PC the Team, Roles and My account screens say so at the top and show no buttons to change them, in the browser and in the Windows app. The counter PIN is still set on each PC, under My account.
The built-in roles
Every new pharmacy gets these roles. You can use them as they are.
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| Role | Meant for | What it allows |
|---|---|---|
| Owner | The person who signed up | Everything, including billing and users. It cannot be edited or given to anyone else. |
| Admin | A partner or trusted manager | Everything except managing roles and backups (Settings → Backups) |
| Manager | The person running a branch | Sales, discounts, price changes at the POS, voids, returns, purchases, stock, supplier payments, reports with profit, and the audit log |
| Pharmacist | Qualified counter staff | Cashier work plus discounts, choosing a batch, sale returns and stock counts |
| Cashier | Counter billing | POS billing, reprints, customers and their payments, viewing stock, and their own shift |
| Purchase manager | Whoever deals with distributors | Suppliers, purchase bills, returns to supplier and supplier payments |
| Accountant | Books and expenses | Cash book, ledgers, journal entries, expenses and profit reports |
| Inventory manager | The stock room | Products, stock adjustments, counts and transfers |
Note that the built-in Cashier cannot give discounts. That needs the Give discounts permission.
How roles work per branch
A role can apply to all branches or to one. Say Nadeem is Manager at your Main branch and fills in as Cashier at Model Town. On the Team list his badges read Manager · MAIN and Cashier · MTN. In Model Town he can bill but cannot void a sale. A person's permissions in a branch are all their all-branch roles plus the roles given for that branch. On the Offline edition there is one branch, so leave the branch on All branches.
How to set a discount limit
Max discount (%) caps what one person can give, on a single line or on the whole bill. If Sana's limit is 5% and she tries 10% on Haji Aslam's bill, the POS refuses with Your discount limit is 5%. Ask a manager for more. Leave the field empty for no personal limit. The limit only matters if one of the person's roles includes Give discounts.
A cashier asking for more than their limit does not need to wait for you: a supervisor who may give it approves it on the cashier's screen with their PIN. See Counter PIN sign-in and supervisor approval.
How to create a custom role
- Open Administration → Roles and click New role.
- Enter a Role name, such as Night cashier, and a short Description.
- Tick permissions. They are grouped under Sales & POS, Customers, Inventory, Purchasing, Money, Reports and Administration, and each group has Select all and Clear all. Permissions marked Sensitive, such as Void invoices, Change selling price at POS, Backdate sales and Adjust stock, deserve a second thought.
- Click Create role, then give the role to people on the Team screen.
You can also Edit a built-in role, such as removing Reprint receipts from Cashier. The change applies to everyone who holds that role. A role can be deleted only when nobody holds it; otherwise MediPOS says This role is assigned to team members. Reassign them first.
If Roles is not in your menu, your plan does not include custom roles, and the built-in roles are used as they are. The owner can see what each plan includes under Plan & billing.
How to set a new password for someone who forgot it
Counter staff often have no email for a reset link, and MediPOS Offline sends no email from the shop PC. So the owner sets a new password for them:
- Open Administration → Team and click the person's Edit.
- Under Set a new password, type the New password twice.
- Click Set password and give it to them in person. They can change it later under My account.
They are signed out on every PC and browser, and the change goes in the audit log as New password set for a team member. If they have an email address, MediPOS tells them by email.
Someone who manages users but is not the owner can do this only for people whose roles they could give themselves. Nobody can set the owner's password this way, or their own: that is done under My account. A person who also works at another pharmacy on MediPOS changes their own password, with Forgot password? at medipos.pk.
The owner forgot their own password on the shop PC? Choose Forgot password? on the PC's sign-in screen. The PC shows a request code; your medipos.pk account turns it into a recovery code. See Forgot the owner's password on the shop PC.
How to disable someone who leaves
On the Team list, click Disable next to the person and confirm. They are signed out and cannot use your pharmacy until you click Enable. Their past bills, returns and shifts keep their name. You cannot disable the Owner or yourself. Disabling is better than sharing a password around, because a disabled login is dead straight away.
Rules and tips
- Opening Team needs Manage users. Opening Roles needs Manage roles & permissions. The Owner has both. The built-in Admin can manage users but not roles.
- Settings → Backups (the USB copy on the Offline main PC and the hourly cloud copy) needs Manage backups, which only the Owner has by default. Give it to someone else with a custom role if they look after the backups.
- A menu item shows for anyone who may open it. For example Transfers shows for someone who may only receive transfers, Shifts for someone who closes other cashiers' shifts, and Invoices for a cashier who can bill.
- Your plan limits how many active team members you can have, and the Owner counts as one. At the limit, MediPOS says Your plan allows … team members. Upgrade the plan to add more. Disabled members do not count.
- Every change is in the audit log: Team member added, Team member access changed, Team member enabled/disabled, New password set for a team member, Role created, Role permissions changed and Role deleted.
- Permissions are checked by the server on every action, not just by hiding buttons.
- Staff with an email address can also set a new password themselves with Forgot password? at medipos.pk. On the Offline edition, and for staff without email, the owner sets it on the Team screen.
Common questions
Can a cashier give a discount?
Not with the built-in Cashier role. Give that person the Pharmacist role, or a custom role with Give discounts, and set a Max discount (%) so it stays within reason.
Our salesman works in two branches. Does he need two logins?
No. Keep one team member and give him two role rows, one for each branch. He starts in the branch set in Opens in branch. On MediPOS online he changes branch with Working in at the top of the page in the browser, or from the menu under his name in the Windows app. See Branches.
A staff member left and knows the password. What should I do?
Click Disable on the Team list straight away. The login stops working at once, and everything they did stays on record.
A cashier forgot her password. Do I need to add her again?
No. Open her on the Team screen and use Set a new password. Her bills and shifts stay under her name.
Why can't I edit the Owner?
The Owner always holds every permission, so there is nothing to change. Other people get access through roles only.
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Last updated 13 October 2026. Still stuck? Contact us.