Manual Staff PINs at the counter
What your staff will see on the WiPOS device once you've set up employees and roles: when they're asked for a PIN, what their role lets them open, and how a manager approves voids, refunds and discounts.
The short version
- Every time someone opens Checkout, they type their 4-digit PIN. Their name goes on every sale they make.
- Other screens (Inventory, Reports, Settings…) ask for a PIN only if the person signed in isn't allowed in.
- Voids, refunds, discounts and removed items need someone with Approve Adjustments. If the cashier doesn't have it, a manager types their PIN to approve.
- Every approval is recorded in Reports › Approvals.
1
When the device asks for a PIN
| Your setup | What happens |
|---|---|
| No employees and no Admin Passcode | No PIN is asked anywhere. The device works as before. |
| No employees, but an Admin Passcode is set | Opening Checkout asks for the Admin Passcode. |
| At least one employee | Opening Checkout always shows Enter PIN, every time, so whoever is at the counter right now is identified. |
| Opening other screens | If the person already signed in has the right permission, the screen just opens. If not, Enter PIN appears and someone who does have the permission types theirs. |
A wrong PIN, or the PIN of someone whose role doesn't allow that screen, won't open it. Inactive employees' PINs don't work at all.
2
Which permission opens which screen
| Screen on the device | Permission needed |
|---|---|
| Checkout | Access POS |
| Transactions tab | View Transactions Only |
| Others › Reports | Access Sales Report |
| Others › Inventory, Additional Charges, Modifiers | Access Inventory |
| Others › Restock | Access Restock (Premium plan) |
| Packages | Manage Packages |
| Others › Settings, Customize | Access Settings |
| Employees & roles on the device | Manage Employees & Roles |
| Kiosk Mode | Access Kiosk Mode |
| F&B tables and orders | Access F&B |
| Expenses | Manage Expenses (Service add-on) |
See What each permission allows for the full list.
3
Starting a shift at the counter
- Tap Checkout. The Enter PIN pad appears.
- The staff member types their own 4-digit PIN.
- Checkout opens. Every sale from now on is recorded under their name as Cashier, on the receipt record and in the dashboard reports.
- When someone else takes over the counter, they leave Checkout and open it again with their own PIN.
One person, one PINNever let staff use someone else's PIN, or "log in" for a colleague. Sales, cash differences and approvals would all show under the wrong name.
4
Manager approval for voids, refunds and discounts
These actions affect money, so they need someone with the Approve Cart/Void/Refund Adjustments permission:
- Removing an item from the bill, or lowering its quantity or weight
- Lowering a price, or giving a discount
- Removing a package, or lowering its quantity
- Voiding a sale, or giving a refund
- Opening the cash drawer without a sale
What happens:
- The cashier has the permission (e.g. a Manager or Supervisor at the counter): the action goes through straight away and is recorded as self-approved.
- The cashier doesn't have it (e.g. a Cashier): a Manager Approval Required PIN pad appears, showing what's being approved.
- A manager, supervisor or the owner types their PIN. The action goes through, and the cashier carries on under their own name. The manager doesn't take over the counter.
- Tapping away from the PIN pad cancels the action. Nothing is changed.
Every approval, including self-approved ones, is recorded with who did it, who approved it, the amount before and after, and any reason. Check them in Reports › Approvals.
TipGive Approve Adjustments to at least one person on every shift, e.g. a Supervisor, so cashiers aren't stuck waiting for the owner.
5
The owner's Admin Passcode
- Wherever a PIN pad appears, the owner can type the Admin Passcode instead. It always has full access, and actions are recorded under the name Admin.
- If no Admin Passcode is set, any active employee's PIN is treated as full access and roles aren't enforced. Set one to make roles work.
?
Common questions
| Problem | Solution |
|---|---|
| A new employee's PIN doesn't work | Make sure they're Active, and let the device sync (or restart the app) after you added them. |
| A cashier can open screens they shouldn't | The Admin Passcode isn't set. Set it, then check the role's permissions. |
| A PIN works for Checkout but not Reports | Working as intended: their role doesn't have Access Sales Report. Add it to the role if they need it. |
| Staff member forgot their PIN | Set a new PIN for them in the dashboard. |
| Staff member left | Switch them to Inactive the same day. |
| I don't want PINs at all | Remove all employees and clear the Admin Passcode. The device then doesn't ask for a PIN, but you lose staff tracking and approvals. |
Still stuck? Email info@wipos.cc and tell us what you're trying to do.