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Employees are staff records used for POS login (via PIN), sales attribution, and time tracking. They are separate from Users (dashboard login accounts) — an employee may or may not have a dashboard login. Most frontline staff only need an employee record with a PIN, not a full user account.
Employees list showing staff names, roles, PIN status, and active toggles

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Employee Fields

FieldRequiredDescription
NameYesThe employee’s full name, shown on the POS login screen and in sales reports
RoleYesThe POS role that determines what this employee can do on the POS terminal (e.g. Cashier, Supervisor)
PINYesA 4–6 digit number the employee uses to log in to the POS. Must be unique across all employees
ColourNoA highlight colour shown next to the employee’s name on the POS login screen for quick identification
LocationNoThe primary location (branch) this employee works at. Used for location-based report filtering
User AccountNoLink to a dashboard user account if this employee also needs dashboard access
ActiveNoToggle off to prevent this employee from logging in to the POS
Use a PIN that is easy for the employee to remember but not obvious (avoid 1234 or 0000). For higher-security environments, use 6-digit PINs and rotate them periodically.

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Create an Employee

1

Go to Staff → Employees

Click Employees in the left sidebar under Staff.
2

Click New Employee

Fill in the employee’s name, role, and PIN. Optionally add a colour and location.
3

Save

Click Create. The employee can immediately log in to the POS using their PIN.
If this employee also needs dashboard access, open their record and link it to the corresponding User account under Users → Users. This enables sales and shift reports to be attributed to them by name.

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Deactivate

Toggle Active off to mark an employee as inactive (e.g. when they leave or are on extended leave). Their historical records — sales, shifts, and reports — are fully preserved.
Deactivating an employee immediately prevents them from logging in to the POS. If they are mid-shift, they will be logged out on their next PIN attempt. Make sure the shift is handed over before deactivating.

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Frequently Asked Questions

Go to Staff → Employees, click Edit on the employee’s record, and enter a new PIN in the PIN field. Save the change. The new PIN takes effect immediately on the POS.
Check that the employee’s record is set to Active. Also verify their PIN — ask them to re-enter it carefully (PINs are case-independent but must match the number exactly). If the POS still rejects the PIN, reset it in the employee record.
A POS role controls what an employee can do on the POS terminal (e.g. apply discounts, void items, open the cash drawer). A dashboard user role controls what a user can see and do in the web dashboard (e.g. run reports, manage products). These are separate systems — an employee can have both.
No. PINs must be unique across all employees at the same location. The system will reject a PIN that is already in use when you try to save.

Users & Roles

Manage dashboard login accounts

Permissions

Control what each role can access

Locations

Assign employees to branches

Reports

View sales attributed to each employee