POS Users

Overview

POS Users maps each staff member to a PIN code and a set of POS permissions. The POS tablet uses these records to know who is operating the till and to enforce what each person can do — whether they can give open discounts, process refunds, or open the admin website from the POS.

Find it in the sidebar under Sales › POS › Staff & devices › POS Users (/pos-users).

Who needs a POS User record?

A staff login gets a PIN on the tablet only through an active POS User record. If a cashier is missing from the PIN screen, create a record here, link their login and switch Is Active on, then have them sign in once on that tablet with their email and password.

The list shows each POS user's Name (with their email and phone), Status (Active or Inactive), PIN, Total Assigned Tables (All when none are picked), and whether Admin and Refund are on.

Creating a POS User

1. Open Sales › POS › Staff & devices › POS Users and click Create. The Add POS User form opens.
2. Fill in:

Field	What it does
User	The staff member's login at your merchant — search by name, phone, email, or role. Each login can have one POS User record.
Is Active	Starts off on a new record — switch it on, or the PIN won't work. Switching it off later stops this person's PIN without deleting the record (see Disabling a POS User).

3. Save — a 6-digit PIN is generated automatically. To choose a different one, open the record to Edit and change the Pin Code. It must be exactly 6 digits, and no two POS users at the same merchant can share a PIN.

Pin Code is edit-only

You can't pick the PIN while creating the record — the pin code field only appears after the record is saved. Create first, then edit if you want to replace the generated PIN.

Permissions

Each POS User has five permission switches:

Permission	Default	What it controls
Open Discount Permission	On	Shows the Amount and Percent tabs of the POS discount window — a manual discount. Turn off for cashiers who should only apply pre-set discounts.
Program Discount Permission	On	Shows the Programs tab of the discount window — your discount programs. Turn off if discount decisions should require a manager. With both discount switches off, the window says "No permissions".
Can Access Admin	On	Shows Admin Settings on the POS Settings screen, which opens the admin website inside the POS app. Turn off on shared public-facing terminals.
Can Refund	On	Lets the cashier process refunds. Off, Refund is no longer offered on an order and a refund attempt shows "Refund is not allowed for this user".
Can Open Cash Drawer Without Pin	On	Saved with the user, but the POS does not check it yet: on or off, the drawer opens without a PIN from Open till on the Shift screen and from Pay on an empty cart.

Least privilege for cashiers

For a standard counter cashier, consider turning off Can Access Admin to prevent accidental admin access. Turning off Can Open Cash Drawer Without Pin does not stop drawer opens yet; to keep a user away from Open till, turn off Can Access Shift.

POS Access

Four switches under POS Access decide which tabs this user sees on the POS. All four are on by default.

Switch	Tab on the POS
Can Access Sell	Sell — the selling screen. Also Concierge, on a register that has it (a login with the concierge role keeps Concierge either way)
Can Access Orders	Orders
Can Access Inventory	Inventory
Can Access Shift	Shift (a register on Auto Shift never shows it)

A tab that is switched off is hidden for this user on the POS. The change shows the next time the user signs in to the POS or the app restarts.

A stock-only login

For kitchen or stockroom staff who only count, order and receive stock: leave Can Access Inventory on and switch Sell, Orders and Shift off. Add Admin Website → Can Sign In off if they should not open the admin either.

The switches hide tabs, nothing more

They tidy the POS for a user; they are not what keeps a login out of the admin website — that is Can Sign In, below. A till whose POS app does not support these switches yet keeps showing every tab; the tabs hide once that till has the app update.

Admin Website

Can Sign In is on by default. Switch it off and this login can no longer use the admin website:

• Signing in is refused with "Couldn't sign you in. The admin website is switched off for this login. Ask a merchant admin to switch it on under POS Users."
• An admin session that login already had open stops working.
• The POS is not affected: the same login and PIN still work on the till.

It applies while the POS User record is active; an inactive record locks nothing. You cannot switch it off for the login you are signed in with — another merchant admin can do it for you.

Not the same as Can Access Admin

Can Access Admin only hides Admin Settings on the POS Settings screen. Can Sign In is what stops the login from signing in to the admin website from any browser.

Table assignment (waiters only)

The Assigned Tables section sits at the bottom of the form. It can only be filled in for a staff member with the waiter role who belongs to an outlet; for anyone else it stays greyed out, and its helper line says why (for example "Assignment only applies to waiter").

By default — no tables selected — the waiter can open every table in their outlet on the POS ("No table selected means all tables"). Selecting tables limits them to those: the other tables still show on the POS floor plan, greyed out, and can't be opened.

• For outlets with 24 tables or fewer, the assignment shows checkboxes for each table, grouped by table section.
• For larger outlets, use the searchable dropdown instead; each table is listed with its section.

Waiters only

Saving the record for a non-waiter clears any assigned tables. A cashier or manager can open every table.

On the tablet

• Once a person with an active POS User has signed in on a tablet with their email and password, they appear on that tablet's PIN screens — Switch User and the lock screen. See POS Overview.
• Switching to a person checks their PIN with Rewardly, so a Pin Code you change here works for Switch User straight away.

Disabling a POS User

Toggle Is Active off to stop that person's PIN from working, without losing their permissions or PIN. The next time Switch User opens on a tablet, it drops them from that tablet's list ("Removed from this device"); picking them on the lock screen or Switch User before then says "POS access for this user was removed or disabled." Toggle it back on to restore access — the person then signs in once with their email and password to get their PIN tile back on that tablet.

Is Active doesn't lock the login itself

An inactive record locks nothing: the login can still sign in to the POS with its email and password, and the switches on this record don't apply while it is inactive — none of their limits hold, as for a login with no record. Deleting the record (from its edit page) has the same effect on the PIN.

Related

• Registers, Shifts & Cash — how a cashier opens a shift with their PIN code.
• Employee Attendance — staff check-in/check-out; access is granted there by membership tier or per member, not from a POS User record.
• Roles & Permissions — admin-console role assignments, which are separate from the POS permissions here.
• Tables & Dine-In — table sections and layout that drive waiter table assignments.