Roles, permissions & security

The right people see the right things, and you can prove it.

Give each person a role that decides what they can do and which records they can see. Add email two-factor sign-in, a PIN for the till, and an audit log that shows who changed what, and what it was before.

See pricing Get started

Roles with view, create, edit, delete, export, approve and more
Data access: every branch, their branches, their department or own records
Email two-factor sign-in, required for everyone if you choose
Audit log with before and after values

What is Roles, permissions & security in Flowyana?

Flowyana roles, permissions and security control who can see and change what in your business. A role defines what a person can do in each module and which records they can see, two-step sign-in protects accounts with an emailed code, and an audit log records every change. It is for owners and managers who want staff to have the access their job needs and no more, in single-shop businesses and in multi-branch groups in India, the UAE, Saudi Arabia and beyond.

Access in most small-business tools is all or nothing: either everyone is an admin, or the owner spends an afternoon working out why a cashier cannot see a report. In Flowyana you build a role once, choose its permissions for each module, set how far its data access reaches, and assign it to people. A branch manager sees their branch, a salesperson sees their own deals, an accountant sees the books.

When something does change, you can find out who did it. The audit log records the user, the time, the action and the record, and for updates it shows the old and new value of each field. Sign-ins and failed sign-ins are logged too.

Roles, permissions, two-step sign-in and the audit log are part of the platform and come with your plan.

What it does

Roles, permissions & security, in practice.

Roles for every job

Create roles such as cashier, accountant or branch manager, and give each its own set of permissions.

Permissions per module

For every module choose what a role can do: view, create, edit, delete, export, import, approve and manage. Use a preset or tick them one by one.

Data access scope

Decide which records a role sees: every branch, only their branches, only their department, or only the records they created.

Owners and members

Owners have full access. Members get exactly the role and branches you assign, and can be deactivated or removed without losing their records.

Two-step sign-in

Anyone can turn on a code that we email them at every sign-in. Owners can require it for all members, on the web and on the POS app.

Till PIN

Each cashier sets a six-digit PIN to unlock any till in your workspace, confirmed by their password. Owners can remove a PIN if someone forgets it.

Sessions you can end

Each person sees where they are signed in and can end one session or log out of every device. Sign-in attempts are rate-limited after repeated failures.

Audit log

Every create, update, delete, restore, status change, assignment, login, failed login, export and import is logged with who, when and which record.

Before and after

Open a log entry to see which fields changed, from what to what, with names rather than internal codes.

Approvals for sensitive steps

Route sensitive changes through approvals, and on the till require a manager’s PIN for discounts above a cashier’s limit.

Part of every plan

Roles, permissions, two-step sign-in, till PINs and the audit log come with every package. The modules a role can reach depend on the product you choose.

See pricing →

How it works

Roles, permissions & security, step by step.

1
Create roles
Open Settings, then Roles, and create a role for each job in your business.
2
Choose permissions
For each module tick what the role can do, or apply a preset such as view only or all actions. Set the role’s data access.
3
Invite people
Invite members by email, pick their role and their branches. They join with their own sign-in.
4
Turn on two-step sign-in
Under Security, require a code at every sign-in for all members, or let each person choose for themselves.
5
Review the audit log
Filter by module, action or date to see who did what, and open an entry to see what changed.

In depth

A closer look.

Roles and permissions that match real jobs

A permission says what a role can do in a module. Flowyana lists every module in your plan and lets you tick view, create, edit, delete, export, import, approve and manage for each, with shortcuts such as view only, view and create, or all actions. A tickbox column can switch an action on for every visible module at once. Features you do not have are not shown, and a person without view permission does not see the module at all.

Roles of your own, with your own names
Permission per module and per action
Presets and bulk tick for quick set-up
Approve and export as separate permissions

Data access: which records people see

Permissions decide what a person can do; data access decides which rows they can do it on. Set a role to see every branch, only the branches the person is assigned to, only their department, or only their own records. A shop assistant sees the shop, a salesperson sees their own leads, the head office sees everything. Owners have access to every branch.

Every branch, their branches, their department or own records
Branches assigned per person
Owners see everything
Deactivate or remove a member without deleting their records

Two-step sign-in and the till PIN

With two-step sign-in on, a person signs in with their password and then a six-digit code that we email them. Owners can require it for every member, on the web and on the POS app. At the counter, each cashier can set a six-digit till PIN to unlock any till in the workspace, confirmed with their password. Too many wrong codes or PINs lock the attempt for a short time.

Emailed code at each sign-in
Workspace-wide requirement set by the owner
Six-digit till PIN, set and changed by the cashier
Limits on repeated wrong attempts

An audit log you can trust

The audit log records who did what and when: creates, updates, deletes, restores, status changes, assignments, logins, failed logins, exports and imports. Search it, filter by module, action, date or status, and export it. Open an entry to see the fields that changed with their old and new values, and the records they refer to by name. Entries made at the till are logged the same way.

User, time, module, action and record
Old and new value for each changed field
Search, filters and export
Logins and failed logins included

Who it’s for

Businesses that run on Roles, permissions & security.

Retail and restaurant groups

Cashiers who only use the till, branch managers who see their own site, and an owner who sees the group.

Accounting and finance teams

Accountants who can post and export, juniors who can only view, and approval rights kept separate.

Sales teams

Salespeople who see their own leads and deals, and a sales head who sees the whole pipeline.

Companies with sensitive HR data

Payroll and employee records limited to HR, with the audit log showing every change to them.

Firms handling customer money

Two-step sign-in required for all members, and a record of every export.

Questions

Asked about roles, permissions & security.

What are user roles and permissions in business software?

A role is a named set of permissions, such as cashier or accountant. Permissions say what the role can do in each module, for example view, create, edit, delete or approve. People assigned to a role get exactly those abilities.

Can I limit what staff see in Flowyana?

Yes. Permissions control which actions a role can take in each module, and data access controls which records they see: every branch, only their branches, only their department, or only their own records.

Can I create custom roles?

Yes. Create roles with your own names and choose their permissions module by module.

Does Flowyana have two-factor authentication?

Yes. Two-step sign-in sends a six-digit code to the person’s email at each sign-in. Each person can turn it on, and an owner can require it for every member.

Does two-step sign-in cover the POS?

Yes. When the owner requires it, members need the emailed code on the web and on the POS app.

Does it support authenticator apps or SMS codes?

No. Two-step sign-in uses a code sent by email. Authenticator apps and SMS codes are not offered.

What is a till PIN?

A six-digit PIN a cashier sets to unlock any till in the workspace quickly. They set it from their profile, confirmed with their password, and an owner can remove it if it is forgotten.

Is there an audit log?

Yes. It records creates, updates, deletes, restores, status changes, assignments, logins, failed logins, exports and imports, with the user and time. Updates show the old and new value of each field.

Can I see what a record looked like before it was changed?

For changes logged from 14 September 2026 onward you can see the before and after of each field. Earlier entries show that a change happened but not the previous value.

Can a manager approve discounts at the till?

Yes. You can set a discount limit for cashiers, and a discount above it needs a manager’s PIN on the web and desktop till.

Can I see where my staff are signed in and end sessions?

Each person can see their own active sessions and end one or log out of all devices. Owners can also see when members last signed in or were last active.

Is it suitable for businesses in the UAE and India?

Yes. Roles, access and the audit log work the same in any country, and Flowyana is used by teams in India, the UAE, Saudi Arabia and elsewhere.

One platform

Plays well with the rest.

Automation shares its records with every other module you switch on — no connectors, no re-typing.

Approvals HR & Payroll Point of Sale Automation Reports Accounting All features →

Put Roles, permissions & security to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.

Get started See pricing

WhatsApp +91 97460 84243 Call +91 97460 84243 hello@flowyana.com