Staff Roles and Permissions in Gold Shop Software

By P-Soft Expert Team October 25, 2026 8 min read

In a gold or jewellery shop, every employee should sign in with a personal account and reach only the functions their job requires. A shared password means no invoice has a clear owner. In Zaran, the Start plan has one user, Pro supports a maximum of five users, each in a distinct role, while Elite covers as many users as your contract specifies.

Most jewellery businesses begin as a one-person operation. The owner weighs the piece, writes the invoice, takes the payment and closes the books at night. The day the first salesperson joins, a question appears that few owners plan for: what exactly should this person be able to touch in the accounting system? This guide is about that decision — how many people use the software, what each one does, and where the limits sit. Fraud patterns themselves are covered elsewhere, in a guide to fraud and error control in gold shops; here the focus is on people and the division of work.

Why one shared login is a real risk for a jewellery store

Plenty of shops still keep one computer behind the counter, logged in all day, used by whoever is nearest. It feels convenient, but it creates problems that tend to surface at the worst moment:

Nobody can tell who did what. If a sale went through at the wrong rate, there is no record of which person entered it, and the conversation turns into guesswork.
Everyone sees everything. A new hire can open profit figures or the balances of your best customers — information most owners would rather keep private.
Passwords outlive employment. Someone who left last month still knows the code unless it changes, and then the whole team has to learn a new one.
Trust erodes. When the till is short and nothing shows what happened, honest staff fall under suspicion along with everyone else.

Individual accounts protect employees first: each person answers only for the entries they made themselves. They also make training easier, because the owner can see where a newcomer tends to slip and help with that specific step rather than lecturing the whole team.

A typical split of duties: sales counter, cashier and owner

Job titles differ from shop to shop, and Zaran does not force fixed labels on you. The table below is a general retail pattern you can adapt to your own size:

Duty in the shop (general pattern)	Typical tasks in the system	Better kept out of reach
Salesperson at the counter	Writing sale and buy-back invoices (weight, karat, making charge); checking stock	Profit reports, changing the day’s rate, editing old invoices
Cashier	Recording receipts and payments, cash and bank, end-of-day reconciliation	Editing weight or karat on a saved invoice
Part-time bookkeeper	Ledgers, journal, trial balance and financial reports	Entering daily sales on behalf of the counter staff
Owner or manager	Setting the day’s rate, all reports, closing the financial period	—

In a small store one person may cover two rows. The principle that matters is keeping money entries and stock entries in different hands wherever you can, so each role naturally checks the other.

Multi-user gold shop software: how many users does each Zaran plan include?

The number of users is one of the clearest differences between Zaran’s plans:

Plan	Users	Fits
Zaran Start	1 user	An owner who runs the counter alone
Zaran Pro	Up to 5, each with a separate role	A shop with one or more salespeople and a cashier
Zaran Elite	As many as needed, per contract	A larger gallery with distinct sales, accounts and management teams

If you work alone today, Start is enough; the guide to software for a small gold shop explains the signs that it is time to move up. Once a second person sits at the keyboard, though, sharing one account brings back every risk listed above, and Pro is built for exactly that point.

Keeping an eye on staff without micromanaging

Good oversight means the owner knows how the day went without standing behind anyone. These Zaran features help:

Daily dashboard and balance bar (all plans)

A daily dashboard and a balance bar that stays on screen let the owner grasp the overall picture at a glance, even when working from the back office or checking in at closing time.

Manager trading desk (Elite)

Where several people issue invoices, the day’s rate is best set in one place by one person. The manager trading desk in Elite brings rate setting and quick trade entry together on a single screen. Read more in our article on the gold dealer trading desk.

Suspicious invoices and user change history (Elite)

As the team grows, reviewing every invoice by hand stops being realistic. In Elite, invoices whose trade direction, karat or rate do not add up are marked by the system on its own, and edits by any user stay on record in full. The question “who altered this?” gets a factual answer.

Closing the financial period (Elite)

Once a period has been closed, nobody should be able to quietly rework its documents. Period closing in Elite draws that line.

Regular backups with restore checks (all plans)

Human error is not only dishonesty; sometimes a staff member damages data by accident. Regular backups are included in every plan, and the ability to restore them is checked on a routine basis.

Checklist: setting up user access in jewellery accounting software

List everyone who needs the system, including a part-time bookkeeper.
Next to each name, write the tasks they genuinely perform daily — not what they “might need some day”.
Decide who alone may set the day’s gold rate.
Where possible, split invoice entry and cash handling between two people.
Create a personal login for each person and forbid password sharing from day one.
Compare your headcount with the plan limit; above five users, look at Elite.
Review the user list monthly and shut off access for anyone who has left.

Hiring and leaving: when to grant and when to remove access

A new employee’s first morning is the right moment to create their account — not two weeks later, after they have grown used to a colleague’s password. Keep permissions narrow at first and widen them as you see how the person works. When someone leaves, put “close system access” on the same exit list as returning the keys.

A hypothetical example: a small gallery has the owner, one salesperson and one cashier. The owner posts the rate each morning, the salesperson only writes invoices, and the cashier records receipts and reconciles the till at closing. Three separate users on Pro cover it, and any end-of-day gap traces back to one person and one task.

What Zaran does not do for your team

Knowing the limits helps you choose well. Multi-branch management is still marked “coming soon”, so if you run several stores, treat each one separately for now. Zaran does not handle staff salaries or attendance; its job is gold accounting, cash and reporting. Records currently kept in spreadsheets or a previous program can be moved across by P-Soft; how much is moved is settled in the contract.

Frequently Asked Questions

Can I create a separate login for my salesperson on Zaran Start?

No. Start includes one user. For separate users with different roles, you need Pro (up to five) or Elite.

Can sales staff see the shop’s profit report?

On Pro and Elite each user has their own role and permissions, so you can keep financial reports for yourself or your bookkeeper.

What if more than five people use the system?

Elite sets the number of users to fit your needs, as agreed in the contract.

How do I find out which employee changed an invoice?

On Elite, each edit is logged against the user who made it, and invoices that look inconsistent get marked by the system.

Does Zaran give separate access per branch?

Multi-branch management is coming soon and is not part of the current version.

To see Zaran’s roles and permissions on sample data and pick the plan that fits your headcount, request a Zaran demo.