Staff PINs
Applies toEvery plan, including free BasicStaff Operations add-onNeeds Staff Operations · ModifyUsually owner, manager
Each staff member has a numeric PIN. It identifies who is working and who authorized what.
Before you start
- The Staff Operations add-on.
- To reset someone else's PIN: Staff Operations · Modify.
Steps
1
Open the Staff PIN card
Open your own profile (My Profile → Access), or a staff member's page for a reset. Find the Staff PIN card and tap Assign PIN or Reset PIN.
2
Enter your current PIN (yourself)
If you already have a PIN, enter it to confirm it is you. If not, skip ahead. A manager resetting someone else's PIN does not need the current one.
3
Type the new PIN and confirm it
Enter a PIN that follows the rules, then type it again and save. It works right away.
4
Remove a PIN if needed
Remove it from the same card. They cannot sign in with a PIN until a new one is set.
The Remove PIN option — screenshot coming soon
What happens next
- The PIN is saved. Sign-ins and approvals then accept it.
Edge cases
- Rules. 4 to 6 digits, numeric only, not a repeated single digit such as 1111, and different from every other active staff member's PIN, because managers approve by PIN alone.
- Taken PINs. If the PIN is taken, the app asks for another. After 3 taken PINs within an hour, that person's PIN cannot be changed for up to an hour, so nobody can use the check to find a colleague's PIN.
- Wrong attempts. After 5 wrong attempts in a row the PIN locks for about 5 minutes and clears itself.
- Self versus manager. Changing your own PIN needs your current PIN. A manager's own authority is enough to reset someone else's. Changing or removing your own later needs the current PIN.
- The owner's PIN. Only the owner sets or removes it. Signing in with it makes a terminal act as the owner, so nobody else may choose it.
- Already have one. Setting your own PIN when you already have one is refused unless you give the current PIN.
- Badges. With badges on, a badge can replace the PIN at sign-in. See Staff Badges.
- PIN changes are not written to the activity log, but refused sign-ins and approvals are.
Works with
| Add-on or plan | What changes on this page |
|---|---|
| Staff Operations add-on | Required. Free during the free trial. Without it every PIN, badge, terminal and approval call is refused and the screens are hidden. |
| Roles & Permissions add-on | Makes cashier and manager differ. Without it everyone counts as a manager, so nobody is asked for an approval. |