Set up staff PINs and permissions

How to add staff PINs

1. In your admin, open Point of Sale, then Settings.
2. Next to Retail staff, click Manage.
3. Click Add staff.
4. Enter the person's Name and a PIN of 4 to 6 digits. Each PIN must be different. If someone already uses it, you'll be asked to choose another.
5. Under Role, choose Cashier or Manager.
6. For a cashier, tick what they can do besides selling under Permissions.
7. Click Add staff to save.

What each permission allows

A new cashier starts with Give discounts and Close the drawer ticked. You can change this at any time.

Give discounts lets them apply discounts. Give refunds lets them refund a sale. Open drawer without a sale lets them pop the drawer with No sale. Pay cash in and out lets them record cash put in or taken out. Close the drawer lets them end the shift and count the cash.

When a cashier tries something they aren't allowed to do, the register shows Manager approval. A manager enters their PIN for that one action, and the cashier stays signed in.

Signing in at the register

Staff PINs are asked for on any register with Require PIN ticked. Find it under Point of Sale, Settings, Devices. The register shows Enter your staff PIN, and the person types their PIN to start.

To hand over the register, use Switch staff, or open the cart menu and tap Lock Screen. The next person signs in with their own PIN. Staff can also Clock in and Clock out from the register. Their hours show in Point of Sale, Reports, Timesheets.

The first 5 wrong PINs are allowed without a delay. More mistakes start a short cooldown that grows from 30 seconds to 1, 5 and 15 minutes. The longest cooldown is 30 minutes. The register shows exactly when you can try again.

Reset a forgotten PIN from the admin

For a staff PIN, open Point of Sale, then Settings. Click Manage next to Retail staff, click the pencil next to the employee, enter a New PIN and save.

For a master PIN, open Point of Sale, then Settings. Click Manage next to Master PIN, enter and confirm the new PIN, then click Save PIN.

Return to the register after the countdown finishes and use the new PIN. Changing a PIN does not end a cooldown that is already running on that device.

Master PIN for stores without staff

If you work alone and haven't added staff, you can still lock the register. Go to Point of Sale, Settings, then Master PIN and click Manage. Enter a 4 to 6 digit PIN, confirm it and click Save PIN.

Anyone with the master PIN can open a locked register on any device. Once you add staff, registers open with staff PINs instead.

Edit or remove staff

On the Retail staff page, click the pencil next to a name to change their name, role, permissions or PIN. Leave New PIN empty to keep the current one. Click Remove when someone leaves. Their past sales stay in your reports.