POS Product Groups
Product Groups control which items and services show up on the Point of Sale (POS) selling screen, and who can see them. Instead of showing your entire item catalog to every cashier, you build groups with only the products that belong there (for example "Beverages", "Bakery" or "Main Register") and decide which users or user groups have access to each one.
What is it and what is it for?
A Product Group is a subset of your items and services shown as a sales catalog inside the Point of Sale screen. The POS only shows items or services you've added to a group the checked-in user has access to; anything left out of an assigned group won't show up there, even if it exists in your general catalog.
Each group is independently granted access to full user groups and/or specific users in the system. This lets you build different catalogs by register, branch, shift or cashier type: for example, a "Cafeteria" group visible only to that area's user group, and an "Entire catalog" group visible only to supervisors.
Besides its name, each group supports an optional image and free-text notes, and can be marked inactive to stop using it without deleting it or losing its setup and history.
How to use it
- Create the group. Open Product Groups, click New and enter its name; optionally add an image and notes.
- Items and Services tab: add, line by line, the items or services you want to appear on the POS for this group. You can search by SKU or name; the same item can't be added twice to the same group.
- User Groups tab: add the system's user groups that will be able to see and sell this group's products from the POS.
- Users tab: in addition to (or instead of) full user groups, add individual users you also want to grant access to this product group.
- Save. You must have entered at least one user group or user; otherwise the group would be left with no one able to use it, and the system won't let you save it.
The same item can belong to several different groups, and the same user or user group can have access to several product groups at once: on the POS they'll see the combined items of every group they have access to.
Key fields
| Field | What it's for |
|---|---|
| Name | Identifies the product group. It's required and must be unique: you can't create two groups with the same name. |
| Image | An optional photo or icon to visually identify the group; shown on the details screen. |
| Notes | Free, optional text to document the group's purpose or any detail useful to your team. |
| Inactive | Marks the group as inactive so it stops showing on the POS, without deleting it or losing its setup. |
| Items and Services | The products this group will make visible on the POS. Only active (non-voided) items or services are accepted, and each one can only appear once in the table. |
| User Groups | The system's user groups that will have access to this product group from the POS. |
| Users | Individual users, in addition to user groups, that will have access to this product group from the POS. Only active users are accepted. |
Validations when saving
- Name is required and must be unique: it can't match another existing group's name.
- The same item can't be entered twice within the same group.
- The same user group can't be entered twice within the same group.
- The same user can't be entered twice within the same group.
- You must enter at least one user group or user: a product group with neither can't be saved.
- Any items, user groups and users you add must exist and be active (not voided) at the time you save.
Availability and permissions
- This feature requires at least one active Point of Sale (POS) license on your company; the POS license is an add-on available on top of any plan.
- This is a beta feature: besides the POS license, your company needs it specifically enabled. If you don't see the "Product Groups" option in the POS menu, contact AdmCloud support to request its activation.
- Access is controlled by the "Product Groups" permission on your user group, with separate levels for browsing, adding, editing and deleting.
Tips and common pitfalls
If a cashier sees no products on the POS, check that at least one Product Group has them added directly as a user, or has their user group added.
Can't save the group? Check that you've added at least one user group or user on their respective tabs; with neither, the system blocks the save.
Organize your groups by register or by area (register, branch, department or shift) so each cashier sees only the products they're meant to sell.