Your Business. Your Rules. One Dashboard to Rule Them All.
This is where you set the rules, define the processes, and build the secure framework that your entire team will operate within.
The Engine Room of Your Retail Empire.
This is your command center. The Admin Setup Module gives you the ultimate control to customize LinearPOS to your exact business needs, secure your operations, and manage your data with confidence. Think of it as the blueprint for your success.
Every successful retail business runs on structure, permissions, and clear roles. Whether you’re managing five users or fifty, one store or a national chain — the Admin Setup Module in LinearPOS gives you the power to configure your system to match your business model. It’s not just setup — it’s smart governance, made simple.
A “one-size-fits-all” software solution rarely fits anyone perfectly. Your business is unique—your products, your staff, your way of doing things. The Admin Setup Module is designed to acknowledge that uniqueness, providing you with the powerful, flexible tools you need to mold LinearPOS into the perfect partner for your business.
Masterful Item Management: The Building Blocks of Your Inventory: This goes far beyond just adding products. This is where you define every detail of what you sell.
Rock-Solid User Management & Security: Your Digital Watchdog: Internal theft or mismanagement can be a major source of loss. Our user management system is designed to give you complete control and peace of mind.
Store & Terminal Setup: Customizing Your Physical Space: Manage one location or a growing chain with equal ease.
Data & Company Management: Protecting Your Most Valuable Asset: Your business data is priceless. We help you protect it and configure the foundational settings of your company.
1. Masterful Item Management: The Building Blocks of Your Inventory.
This goes far beyond just adding products. This is where you define every detail of what you sell.
- Create, Edit, and Organize: Effortlessly create new items with details like name, description, supplier, and SKU. Edit prices or details at any time, and organize products into logical categories (e.g., “Beverages,” “Snacks,” “Skincare”) for easier management and reporting.
- Flexible Pricing Levels: Cater to different types of customers. Set multiple prices for a single item—for example, a Retail Price for regular customers, a Wholesale Price for bulk buyers, and even special Promotional Prices that can be activated for sales events.
- Advanced Tax Settings: Stay compliant with ease. Assign the correct tax rate (e.g., 16% VAT, 0% VAT for exempt goods) to each item or category. When the item is sold, the correct tax is calculated automatically, making your KRA eTIMS reporting flawless.
- Bulk Product Import/Export: Just starting out or adding a new product line from a supplier? Don’t waste hours on manual entry. Use our simple template to import hundreds or even thousands of items directly from an Excel or CSV file. You can also export your item list for analysis.
- Composite Items (Productions): As mentioned in our Inventory module, this is where you build the “recipe” for items like gift hampers or food combos. Define that a “Breakfast Special” is made up of 1x Coffee, 1x Mandazi, and 1x Sausage. The system will then handle the stock deductions automatically.
2. Rock-Solid User Management & Security: Your Digital Watchdog.
Internal theft or mismanagement can be a major source of loss. Our user management system is designed to give you complete control and peace of mind.
- Create Unlimited Users: Set up a unique, password-protected account for every single staff member, from cashiers to store managers to yourself.
- Granular User Roles & Permissions: This is the most powerful security feature you can have. You don’t just assign a vague “role”; you assign specific, granular permissions. You decide exactly who can do what.
- Example Scenario:
- Faith (Cashier): Can process sales, hold/retrieve sales, and close her own shift. She cannot give discounts, process refunds, or view sales reports.
- James (Supervisor): Can do everything Faith can, PLUS he can authorize returns, apply discounts up to 10%, and view the end-of-day report for his shift. He cannot change item prices or add new users.
- You (The Owner/Admin): You have god-mode. You can do everything, see everything, and change everything.
- Example Scenario:
- Action Logs (Audit Trail): Want to know who changed the price of an item or who deleted a sale? The system keeps a log of critical activities, stamping them with the user’s name, date, and time. This transparency creates powerful accountability across your entire team.
3. Store & Terminal Setup: Customizing Your Physical Space
Manage one location or a growing chain with equal ease.
- Multi-Store Management: Add and manage all your branches from one central dashboard. Track inventory, sales, and staff separately for your Nairobi CBD branch and your Mombasa branch.
- Terminal Configuration: Within a single store, you might have multiple checkout points. Set up and name each POS terminal (e.g., “Counter 1,” “Pharmacy Counter,” “Bar”) to track sales performance per terminal.
- Complete Receipt Customization: Your receipt is a marketing tool. Make it yours. Easily add or edit:
- Your Business Logo
- Company Name, Address, and Phone Number
- Your KRA PIN
- A custom footer message (e.g., “Thank you for shopping with us! Karibu Tena!” or “Follow us on Instagram!”)
- Terms and conditions for returns.
4. Data & Company Management: Protecting Your Most Valuable Asset.
Your business data is priceless. We help you protect it and configure the foundational settings of your company.
- Automated Data Backup: Sleep soundly knowing your data is safe. LinearPOS can be configured to perform regular, automated backups to a secure cloud server. This protects you from data loss due to hardware failure, computer theft, or other disasters.
- Data Export: Empower your accountant or your own analysis by exporting key data, like sales history or customer lists, into standard formats like PDF or Excel.
- Core Company Settings: Set up the global parameters for your system in one place: your official business name and details, your base currency (KSh), your standard VAT rate, and other operational settings that ensure consistency across the board.