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 CommerceOS → 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
- CommerceOS → 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, then open the record to Edit and set the Pin Code (4–6 digits).
Pin Code is edit-only
The pin code field only appears after the record is saved. Create first, then edit to set the 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.
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; the Staff Attendance toggle on a POS User record enables attendance tracking for that person.
- 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.