Add users, set permissions and staff PINs

Add a new user

Tap Add user, enter the name and a sign-in email, then pick an initial role. If the store allows username sign-in, you can give a username instead of an email. When you tap Create employee, a temporary password is shown once only: copy it and send it to the employee before you close the window.

Steps

1. Open Users & access and tap Add user
2. Enter the name and an email or usernameThe email must not be used by anyone else in the store.
3. Pick the initial roleFor example Owner, Manager, Cashier, Kitchen, or a preset your store created.
4. Tap Create employee and copy the temporary passwordOnce the window is closed the password cannot be shown again.

Good to know

• If the store uses the team (HR) features, a draft employee record is created for this person automatically. A manager completes the employee code and pay on the Employees page.
• Give everyone their own account. Do not share accounts, so the history shows who did each action.

Give permissions with a preset

Select a user in the list on the left, then tap the permission preset you want. The permission boxes below preview it first. Tap Save permissions, check which permissions will be added or removed, then tap Confirm. The new preset replaces all earlier permissions, and every permission change is audited.

Steps

1. Select the user in the list on the left
2. Tap a built-in preset or one of your store's presets
3. Tap Save permissions
4. Check what is added and removed, then tap Confirm

Good to know

• For a custom set, tick the permissions you want, tap + Save as new preset, name it, then pick that preset and tap Save permissions.
• You cannot give a permission you do not have yourself. Presets that go beyond your own permissions cannot be picked.
• By default only the Owner role can manage users and permissions and run payroll.

Sign in with a PIN on a shop terminal

On a device where the owner or a manager has already signed in with a password, the sign-in page shows the Select your name list of staff who have a PIN. Staff tap their own name and enter their PIN, with no email to type.

Steps

1. Select the user and tap Set PINThis button shows when Staff PIN Login is switched on and you may edit store settings.
2. Enter a PIN of at least 6 digits twiceSequences, one repeated digit and very common PINs are refused.
3. Have the owner or a manager sign in with a password once on the store's device
4. The employee taps their name and enters the PINThe first time, they are asked to choose a new PIN of their own.

Good to know

• After several wrong PINs in a row the system asks the person to wait before trying again. If the device says it is locked, contact a manager.
• Staff can change their own PIN on the My account page.

Edit, deactivate, delete and reset passwords

Select a user and tap Edit to change the name, email or username. Tap Deactivate this user when someone stops working or leaves: they can no longer sign in, but their data and history remain and you can activate them again. Delete closes the account permanently; if the account is still active you must type the employee's name to confirm.

Good to know

• You cannot deactivate or delete your own account, or the store's last user who can manage users.
• The Reset password button shows when the store allows username sign-in. It creates a new temporary password and signs that employee out on every device immediately.
• Only the owner can edit the owner's own details.

Staff cannot see a menu or cannot sign in

Check in this order: is the account still active, does the preset include the permission for that page, is the feature switched on in Settings › Store features, and for PIN sign-in, has a PIN been set and has the owner or a manager signed in on that device before. Switching a feature on gives nobody extra permissions; you still grant them on this page.