Employee Settings
Every employee who logs into TORO gets a set of rules that govern what they can do — how much of a discount they can give, how far back they can browse transactions, whether they receive automated reports. Before v810, these lived in scattered places. Now they're all in one system with a clean hierarchy that makes sense.
The 3-Tier Hierarchy
Employee settings follow a simple chain of authority:
Global Defaults are the baseline. Every employee in the system starts here. Think of it as the "if nothing else is specified" value. For example, the global default discount limit is 10%.
Access Level Defaults override the global for everyone at a specific role. Managers probably need a higher discount limit than cashiers, so you set 50% at the Manager level. Every manager automatically gets that limit without you touching individual accounts.
Individual Overrides sit at the top. If one specific employee needs something different from their role's default — say your senior manager needs a higher comp limit than other managers — you set it just for them. It overrides everything below it.
The beauty of this system is that it's lazy in the best way. Set your global defaults once, customize a few things per role, and only touch individual overrides when you have a genuine exception. When you hire someone new and assign them an access level, they inherit the right settings automatically.
The same is true when someone's role changes. Promote a cashier to shift lead and their settings re-inherit from the new access level as soon as you save — no restart, no logging out. The one thing that doesn't move is an individual override: if you'd set a custom discount limit just for that person, it stays with them through the promotion. That's by design (see Setting Individual Overrides), but it does mean a promotion won't lift a limit you'd previously pinned by hand — clear the override with Set to [Role] Default if you want them back on the role's value.
What Settings Are Available
Here are the key settings you can configure through this system:
Discount Limit — The maximum discount percentage an employee can apply. Global default is 10%. Admins get 100%, Managers get 50%, and everyone else starts at 0% (meaning they need an override to give any discount).
Comp Limit — The maximum dollar value an employee can comp (give away free) in a single transaction. Global default is $0. Admins get $1,000.
Transaction Viewer Max Days Back — How far into transaction history an employee can browse. More on this one below — it's important enough for its own section.
Require Clock In — Whether the employee gets prompted to clock in when they enter their user ID. Default is Yes for everyone. If you turn this off for someone, they skip the prompt entirely — one less step at login. They can still clock in manually anytime from the Employee menu. Useful for owners or part-time staff who don't need time tracking.
Show Statistics — Whether the employee can see customer account statistics in the Account Finder — things like purchase history, average spend, product recommendations, and top items. Default is No globally, Yes for Admins. This keeps sensitive customer data visible only to the people who need it.
Characters Required — Discount Reason — The minimum number of characters an employee must type when explaining why they gave a discount. Default is 3. This keeps your team from typing "ok" and moving on.
Characters Required — Increase QOH — Same idea, but for when someone manually increases quantity on hand. You want a real reason, not a shrug.
Characters Required — Decrease QOH — And for manual decreases. If inventory is going down without a sale, you want to know why.
Send Reports — Whether this employee receives automated reports by email. Default is No for most roles, Yes for Admins and Business Partners.
Send Invoices — Whether this employee receives automated invoices by email. Same default pattern as Send Reports.
The Settings Matrix
The matrix view is where you see everything at once — every setting, every access level, all in one grid.
To get there: open the Dashboard, click the Employees tab on the left, and click the Employee Settings card. (Can't find it? Type "settings" in the search box at the top right. You'll only see this card if you're an admin.) The card shows a red SET UP badge until you've confirmed your defaults, and a green READY badge once you have.
The matrix shows settings as rows and access levels as columns. The first data column is always the Global Default. Every column after that represents a role — Admin, Manager, Employee, and so on.
Here's how to read the colors:
Gray cells are using the Global Default. No override has been set for that role.
Light blue cells have an Access Level Default. That role has its own value that's different from the global.
White cells are Individual Overrides (you'll see these in the per-employee view, not the matrix).
To edit a value, double-click any cell or select it and click Edit Selected Cell. To remove a role-level override and fall back to the global default, click Clear Selected Cell.
There's a search bar at the top if you want to filter down to a specific setting.
Setting Individual Overrides
Sometimes you need one person to be different from their role. Maybe a veteran cashier has earned a higher discount limit, or a new manager should have a lower comp limit while they're still learning the ropes.
To set an individual override:
Open the employee's account from Employee Management
Open their Settings view
You'll see all settings with the same color coding — gray for global, light blue for access level, white for individual override
Double-click the setting you want to change
You'll get three options:
Set to Global Default — removes any override, falls back to the baseline
Set to [Role] Default — removes the individual override, uses whatever their access level specifies
Set User Specific Value — enter a custom value just for this person
Individual overrides stick even when you change the global or access level defaults. If you set a specific discount limit for Jordan, changing the Manager default won't affect Jordan's limit.
Choosing Who Gets Invoices
Send Invoices controls who gets your store's TORO invoices. When it's on for an employee, they receive your automated invoices by email and they can view and pay invoices from inside TORO — even if they aren't an admin. (Admins can always see invoices regardless of this setting.) It works exactly like every other setting — you can set it for a whole role in the matrix, or turn it on or off for one specific person. Most stores only want their owner or a business partner getting invoices, so this is usually an individual toggle.
To change it for everyone at a role:
Open the Dashboard → Employees tab → Employee Settings card
Find the Send Invoices row (use the search bar and type "invoices" to jump straight to it)
Double-click the cell under the role you want to change — Admin, Manager, and so on
Choose Yes to turn invoices on for that role, or No to turn them off
A light blue cell means that role has its own Yes/No value; a gray cell means it's just inheriting the global default.
To turn it on or off for one specific employee:
Open that employee's account from Employee Management and open their Settings view
Find the Send Invoices setting (the search bar works here too)
Double-click it
Pick Set User Specific Value, then choose Yes or No
That person now keeps that choice no matter what the role or global default is. To undo it later and let them follow their role again, double-click the setting and choose Set to [Role] Default or Set to Global Default.
One thing to keep in mind: an employee only receives invoices if their account has an email address on file. Turning Send Invoices on for someone with no email won't do anything until you add one.
The Send Reports setting right next to it works the exact same way, if you also want to control who receives your automated reports.
Transaction Viewer Access Control
This setting deserves special attention because it directly affects what historical data each employee can see.
Transaction Viewer Max Days Back controls how far back an employee can browse when viewing past transactions. The defaults are intentional:
Admin — Unlimited (no restriction)
Manager — 30 days
Everyone else — 1 day (global default)
Why does this matter? Transaction history includes customer purchases, payment methods, void details, and discount reasons. Not everyone needs to scroll through months of that data. A cashier checking on a sale from earlier today? One day is plenty. A manager investigating a customer complaint from last week? Thirty days covers it. An admin doing end-of-year analysis? No limits.
You can adjust these defaults in the matrix, or set individual overrides if someone needs more (or less) access than their role allows. The setting displays as "Unlimited" when set to zero or left blank.
If an employee tries to view transactions beyond their limit, TORO won't silently block them — it shows a clear message explaining why the date isn't allowed and what the earliest available date is. There's also a quick "Set to [date]" button so they can jump straight to the earliest allowed date instead of guessing.
Confirming Your Settings
When you first open Employee Settings, you'll see a red UNCONFIRMED - Click to Confirm button. This is TORO's way of saying "these defaults haven't been reviewed yet."
The confirmation workflow is straightforward:
Open the settings matrix
Review every global default and access level default
Make any adjustments you need
Click the red UNCONFIRMED - Click to Confirm button
Once confirmed, the button turns green and reads CONFIRMED BY your name. TORO records who confirmed the defaults and when.
This isn't just a formality. The confirmation ensures that someone with admin authority has actually looked at the defaults and said "yes, this is what I want." If the system ever needs to rebuild defaults (during certain updates, for example), the status resets to unconfirmed so you'll review them again.