Employees & register PINs

Settings → Users → Register is your staff roster — everyone who works the store and the role each one holds. This is where you give a person a PIN so they can sign in at the register; back-office users who sign in by email are invited separately under Users → Back office (see Inviting your team & accountant).

You need the Manage staff permission (owners have it) to manage employees.

Add an employee

1. Press New employee.
2. Enter their First name and Last name.
3. Pick a Role — this decides what they can do (see Roles & permissions).
4. Set a PIN — 4 to 6 digits. This is what they type to sign in at the register.
5. Press Create.

Each PIN has to be unique in your store. If you pick one that’s already in use you’ll be told, and the employee isn’t saved until you choose a different PIN.

The roster

The list shows everyone, with the owner first and then in alphabetical order. Each row shows:

• Name and Role.
• Status — Active, Onboarding, or Deactivated.
• PIN — Set if they have a working PIN, or Not set if they can’t sign in at a register yet.

When the roster gets long, Load more brings in the next page.

Set or change a PIN

Press Set PIN on an employee’s row, type a new 4–6 digit PIN, and save. Use this to give a new starter their first PIN, or to change one — for example if a staff member leaves and you reissue the number. The owner can have a PIN too, so the owner can ring sales at the register as well as run the back office.

Change someone’s role

Press Change role, pick a different role, and save. Their access changes right away. The owner’s role can’t be changed — there’s always exactly one owner.

Deactivate and reactivate

Press Deactivate to stop someone signing in at the register — when a staff member leaves, say. Their PIN stays reserved, so you can press Reactivate later to let them back in without picking a new PIN. The owner can’t be deactivated. Deactivating takes effect the next time that person tries to use the app.

Good to know

• PINs are for the register; email logins are for the back office. A cashier with a PIN signs in at the till (see Your day at the register); managers and your accountant sign in by email under Back office.