FooodPosWiki

POS users

Who signs in at the POS. Add a person with a POS code and a password, give them a POS access group, outlets and a POS language, set a new password, deactivate them, and how they sign in on Windows and Android.

Who uses it:OwnerManagerWhere:Back officeWindows POSAndroid POS
On this page

A POS user is a person who signs in at a POS: a cashier, a waiter, a supervisor. They type their POS code and their password, or a PIN alone. A POS user has no email address and does not sign in to the back office.

The POS users screen lists them, adds them, sets their password and switches them off. Their PINs are on the second tab of their window: see POS users: PINs.

A new restaurant has one POS user already: the owner, with the POS code owner and the same password as the owner's back office sign-in.

Before you start

  • You need Users, View in your back office access group to see the screen, and Users, Edit to change it.
  • Make the POS access groups first, or use the three every new restaurant has: ADMIN (Administrator), MANAGER (Outlet Manager) and CASHIER (Cashier). See POS access groups.
  • The outlet must exist: a POS user signs in only at the POS of their own outlets.

Open POS users

  1. In the menu, under MASTERS, click General Setup, then User, then POS users.
  2. The page POS users opens with everybody who is switched on.

The screen, part by part

General Setup, User, POS users: everybody who signs in at a POS, by POS code.
  1. POS users: under MASTERS, General Setup, in the User row.
  2. Search POS code or name…: narrows the list as you type.
  3. Include inactive: also lists the people who are switched off, faded, with Inactive.
  4. + New POS user: adds a person. See Add a POS user.
  5. POS code: what the person types at the POS as their Staff code. Status beside it: Active or Inactive. Name: their name, with their phone number under it.
  6. Access group: what they may do at the POS. An amber No group means nothing.
  7. Outlets: the outlets whose POS they may sign in at. All outlets is every outlet, now and later. An amber None or All switched off means they cannot sign in anywhere.
  8. PIN: how many PINs they have (No PIN, 1 PIN, 2 PINs), never the PINs themselves. An amber Shared: give a new one means one of their PINs is also somebody else's.
  9. Last sign-in: when they last signed in, or Never.
  10. The row's buttons: Edit, Set a new password (not on your own row), and Deactivate or Activate. Cannot change, in grey, shows when you may not change this person.

As on Back office users, an amber line above the list counts the switched-on people who cannot sign in, with Who? to name them.

Add a POS user

  1. Click + New POS user. The window New POS user opens on its Details tab.
  2. Type a POS code, such as C03, and the person's Name.
  3. Choose their Access group, such as CASHIER — Cashier.
  4. Tick their Outlets.
  5. Choose their POS language if they read one better than the POS's default.
  6. Type a Password of at least 8 characters, and type it again in Repeat password.
  7. Click Create user. The big green SAVED says Mei Ling can now sign in at the POS.
  8. To give them a PIN, open them again with Edit and click the PIN tab.
New POS user: a POS code, a name, a POS access group, outlets, a language and a password.
  1. Details: the person's details, password included.
  2. PIN: their PINs. On a person not saved yet it says Save the person first, then add PINs.
  3. POS code: required, 1 to 20 letters, digits, dots, dashes or underscores, such as C03 or mei.ling. It is the Staff code on the POS's sign-in screen. It cannot be changed after the person is saved.
  4. Name: required. The POS shows it once they are signed in, and it is printed as the cashier on their bills.
  5. Phone: optional.
  6. Access group: required. Only POS access groups are offered. A manager is offered only the groups whose every POS right their own group may give: Only groups whose every POS right your group may give are offered.
  7. Outlets: required. The outlets whose POS they may sign in at, or All outlets, including any opened later.
  8. POS language: what the POS speaks when they sign in: The POS's default language, English, 简体中文 (Chinese) or Bahasa Melayu (Malay). Paper always prints in English.
  9. Default outlet: Where they land after signing in. Without one, somebody with several outlets picks at sign-in.
  10. Password: required on a new POS user, at least 8 characters. Type one the person can remember; give it to them yourself.
  11. Repeat password: the same again, so a typing mistake is found here and not at the POS at opening time.
  12. Create user: saves the person. They can sign in at a POS of their outlet once that POS has had its next pull from the cloud.

Set a new password

A POS user who forgot their password is given a new one here. It is saved at once, ends every sign-in they have, and lifts a lockout from wrong guesses.

  1. Click Set a new password on their row.
  2. Type the New password (at least 8 characters) and type it again in Repeat new password.
  3. Click Set password.
  4. A blue line says The password of Mei Ling has been set and they have been signed out everywhere. Give them the new password to sign in again.
Set a new password: its own small window, saved at once.

The same can be done from the person's window: Edit, then Set a new password under Password on the Details tab. It opens the two boxes there, with Saved at once, apart from Save below. Every sign-in they have ends, and a lockout from wrong guesses is lifted with it., and Cancel and Set password beside them.

Your own password is not set here: Your own password is changed with "Send me a link to change my password", under your name at the top right of the page.

Change a POS user

  1. Click Edit on their row. The window opens on Details, read fresh from the cloud.
  2. Change the name, phone, access group, outlets, POS language or default outlet. The POS code is greyed: What they type at the POS with their password. It cannot be changed.
  3. To switch them off or on, untick or tick Active, may sign in under Status.
  4. Click Save.

The foot of the window says what signs them out: A new access group, a lost outlet or switching the account off signs them out everywhere. A new phone or language does not.

Deactivate or activate a POS user

  1. Click Deactivate on their row.
  2. The back office asks Deactivate Mei Ling (POS code C03)?, with They are signed out everywhere and cannot sign in until switched back on. Users are kept, never deleted, so the bills and shifts they took still carry their name. Click OK.
  3. To switch them on again, tick Include inactive and click Activate on their row.

Signing in at the POS

A POS user signs in on the POS's sign-in screen, the same on Windows and Android. With a password, they type their POS code in Staff code. With a PIN they need no code at all.

The POS's sign-in screen with a staff code and password.
  1. Staff code: the POS code from the back office.
  2. Password: the password set here.
  3. Sign in: opens the POS, in the person's POS language.
  4. Use a PIN instead / Use a password instead: switches between the PIN pad and the password boxes.

The first password sign-in needs the internet. After it, the password works with no internet too: the POS says Sign in once with the internet on, then your password works offline too. Your PIN works now. See Sign in with a password.

What if…