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 authenticate who is operating the till and to enforce what each person can do — whether they can give open discounts, process refunds, open the cash drawer, or access the admin panel.
Find it in the sidebar under Sales → POS → Staff & devices → POS Users (/pos-users).
Who needs a POS User record?
Any staff member who signs into the POS tablet needs a POS User record. If a cashier is missing from the PIN login screen, create one here and link their account.
Creating a POS User
- Sales → POS → Staff & devices → POS Users → ADD POS USER.
- Fill in:
| Field | What it does |
|---|---|
| User | The staff member's Rewardly account — search by name, phone, email, or role. |
| Is Active | Toggle off to block this person from signing in without deleting the record. |
- 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 flags:
| Permission | Default | What it controls |
|---|---|---|
| Open Discount Permission | On | Lets the cashier apply a manual open-discount (free-amount entry) at the POS. Turn off for cashiers who should only apply pre-set loyalty discounts. |
| Program Discount Permission | On | Lets the cashier apply loyalty program discounts. Turn off if discount decisions should require a manager. |
| Can Access Admin | On | Lets the cashier tap Admin on the POS home screen to open the browser admin console from the same device. Turn off on shared public-facing terminals. |
| Can Refund | On | Lets the cashier process refunds. |
| Can Open Cash Drawer Without Pin | On | When off, the cashier must enter a manager's PIN to open the cash drawer without a completed sale. |
Least privilege for cashiers
For a standard counter cashier, consider turning off Can Access Admin and Can Open Cash Drawer Without Pin to prevent unlogged cash drawer opens and accidental admin access.
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 | New Sale — the selling screen. Also Concierge, on a register that has it |
| Can Access Orders | Orders |
| Can Access Inventory | Inventory |
| Can Access Shift | Shift |
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 the Admin button on the POS home screen. Can Sign In is what stops the login from signing in to the admin website from any browser.
Table assignment (waiters only)
If the linked staff member has the waiter role, an Assigned Tables section appears at the bottom of the form. By default — no tables selected — the waiter sees all tables in their outlet on the POS. Selecting specific tables limits their view to only those tables.
- For outlets with 24 tables or fewer, the assignment shows a visual checkbox grid grouped by table section.
- For larger outlets, use the searchable dropdown instead.
Waiters only
The Assigned Tables setting is ignored for non-waiter roles. A cashier or manager sees all tables regardless of this setting.
Disabling a POS User
Toggle Is Active off on any record to immediately prevent that person from signing in to the POS, without losing their permissions or PIN. Toggle it back on to restore access.
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.