Getting Started
Your first steps with Smart POS
1. Download & Install
- Download the Smart POS app from the landing page
- Enable "Install from Unknown Sources" on Android if needed
- Install the APK file and open the app
2. First Login
You'll receive login credentials from your company admin:
Email: Your assigned email address
Password: Initial password (change after first login)
3. Navigate the Dashboard
The home screen shows:
- Dashboard: Sales overview, statistics, and recent activity
- Products: View and manage your inventory
- Sales: Make new sales and process transactions
- Customers: Manage customer information and history
Sign Up & Account Access
Creating accounts and password recovery
New Company Sign Up
Want to use Smart POS for your business? Here's how to get started:
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1
Request an Account
Open the app and tap "Don't have an account? Create one now" on the login screen
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2
Fill Company Details
Provide your company name, email, phone, and address
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3
Provide Admin Contact
Enter the name, email, and phone for your primary admin user
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4
Submit & Wait
Our team will review your request and contact you with login credentials within 24-48 hours
You can also request an account directly at: Sign Up Page
Forgot Password
Can't remember your password? No problem!
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1
Open Password Reset
On the login screen, tap "Forgot password?"
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2
Enter Your Email
Provide the email address associated with your account
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3
Submit Request
Your password reset request will be sent to our admin team
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4
Receive New Password
An admin will contact you with a new temporary password
For urgent password resets, contact us on WhatsApp: +263 77 426 6860
For Existing Company Users
If your company already uses Smart POS and you need access:
- Contact your company's Admin - They can create your user account in the system
- You'll receive credentials - Admin will provide your email and initial password
- Change password on first login - For security, update your password after logging in
Role-Based Access Control (RBAC)
Understanding user roles and permissions
How Access Control Works
Smart POS uses Role-Based Access Control (RBAC) to ensure each user only sees and accesses features relevant to their job. This means:
- Navigation menus automatically adjust based on your role
- Dashboard views show role-appropriate data and statistics
- Actions and buttons are shown or hidden based on permissions
- Data access is restricted to prevent unauthorized viewing
Super Admin
Complete system control and oversight
- All companies and sites management
- Create, edit, delete all users
- System-wide analytics & reports
- Approve signup & password requests
- System configuration & settings
Admin
Company-wide management access
- Full dashboard with all analytics
- Products, categories, stock management
- Sales, customers, expenses tracking
- User management for their company
- Company & site settings
Manager
Site-level management and oversight
- Dashboard with site-specific data
- View products and stock levels
- Sales reports and history
- Customer management
- Expense logging
Create/edit products, manage users, access company settings
Cashier
Point of sale operations only
- Sales screen to process transactions
- Product search and barcode scanning
- Customer selection and creation
- Receipt generation and sharing
- Profile settings
View dashboard, manage products, see reports, or access settings
What You'll See in Navigation
| Feature | Super Admin | Admin | Manager | Cashier |
|---|---|---|---|---|
| Dashboard | ||||
| Products (View) | ||||
| Products (Edit/Create) | ||||
| Sales | ||||
| Customers | ||||
| Expenses | ||||
| User Management | ||||
| Settings |
Managing Products
Inventory and product management
Adding a New Product
Step-by-step:
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1
Navigate to Products
Tap the "Products" tab in the bottom navigation
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2
Add New Product
Tap the floating "+" button in the bottom right
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3
Fill Product Details
- • Product Name (required)
- • Category (required)
- • Unit (e.g., piece, kg, liter)
- • Unit Price - selling price (required)
- • Cost Price - purchase price (required)
- • Opening Stock - initial quantity
- • Barcode (optional)
- • Reorder Level - low stock alert
- • Tax Rate (percentage)
- • Discount (percentage)
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4
Save Product
Tap "Save" to add the product to your inventory
Restocking Products
When editing an existing product, you'll see a "Restock Inventory" section:
- View current stock level
- Enter quantity to add (goods received)
- Stock automatically updates when you save
Managing Categories
Admins can:
- Go to Settings → Categories
- Add new categories for organizing products
- Edit or delete existing categories
- Examples: Beverages, Snacks, Electronics, Groceries
Making Sales
Processing transactions
Processing a Sale
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1
Open Sales Screen
Tap "Sales" in the navigation menu
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2
Add Products to Cart
Browse products or use search. Tap products to add to cart. Products are displayed in a grid with:
- • Product name and price
- • Current stock level
- • Quick add button
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3
View Cart
Mobile: Tap the floating cart button to open cart sheet
Desktop: Cart panel is always visible on the right
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4
Adjust Quantities
- • Use +/- buttons to adjust quantity
- • Remove items with the trash icon
- • View subtotal updating in real-time
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5
Select Customer (Optional)
Choose from existing customers or add new one
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6
Choose Payment Method
- • Cash
- • Card
- • Mobile Money
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7
Complete Sale
Tap "Complete Sale" button. Receipt is automatically generated!
Digital Receipts
After completing a sale, a secure QR code receipt is generated:
- QR Code: Customers can scan to view digital receipt
- Share: Send receipt URL via WhatsApp, SMS, or email
- Print: Connect to Bluetooth printer for paper receipts
- Secure: Each receipt has a unique token - cannot be forged
Automatic Stock Updates
Important: Stock is automatically deducted!
When you complete a sale, the system automatically reduces the stock quantity. You don't need to manually update inventory for sales.
Customer Management
Building customer relationships
Adding Customers
- 1 Navigate to "Customers" tab
- 2 Tap the "+" button
- 3 Fill in: Name (required), Phone, Email, Address
- 4 Save to customer database
Customer Benefits
Purchase History
Track what each customer buys and when
Total Spending
See total amount spent by customer
Last Purchase
Date of most recent transaction
Quick Contact
Send receipts and promotions easily
Settings & Configuration
Customize your system
Company Settings
- • Company name and details
- • Logo and branding
- • Contact information
- • Tax registration numbers
Site Management
- • Add multiple branches
- • Assign managers to sites
- • Set site-specific settings
- • View per-site analytics
User Management
- • Create user accounts
- • Assign roles and permissions
- • Assign users to sites
- • Reset passwords
Product Categories
- • Create product categories
- • Organize inventory
- • Edit category names
- • Delete unused categories
Troubleshooting
Common issues and solutions
Cannot login to the app
Solutions:
- Check your internet connection
- Verify email and password are correct
- Contact your admin to verify your account is active
- Try resetting your password
Products not showing in sales screen
Solutions:
- Check if products are assigned to your site
- Verify products have stock available
- Try refreshing the products list
- Contact admin to add products
Receipt not generating
Solutions:
- Check internet connection
- Verify sale was completed successfully
- Sale is still recorded even if receipt fails
- Receipt can be regenerated from sales history
Stock count seems incorrect
Solutions:
- Stock automatically reduces when sales are made
- Check if goods received were recorded
- Contact manager to adjust stock if needed
- Verify all sales were synced to server
Dashboard not loading
Solutions:
- Check internet connection
- Pull down to refresh
- Close and reopen the app
- Clear app cache if problem persists
Still Need Help?
Our support team is here to assist you. Contact us via WhatsApp, email, or phone for personalized support.