Manual › Staff › Set up employees & roles

Set up employees & roles

Give each staff member their own 4-digit PIN and decide exactly what they're allowed to do. WiPOS then records who made every sale, and cashiers need a manager's PIN for voids, refunds, discounts and removed items.

⏱ About 10 minutes Where: Operations › Roles / Employees, Settings › Security Works on any plan

How it works

A role is a job title with a list of permissions, e.g. Cashier can only use checkout.
An employee is a person with a name, a PIN and one role.
The Admin Passcode is the owner's master code. It makes the roles take effect and opens everything.

Set them up in this order: roles → employees → Admin Passcode. Then see Staff PINs at the counter for what changes on your devices.

Don't skip the Admin PasscodeUntil an Admin Passcode is set, any employee's PIN opens everything on the device, whatever their role. Roles only take effect once the Admin Passcode is set. See step 10.

Before you add anyoneWith no employees (and no Admin Passcode), the WiPOS app doesn't ask for a PIN. As soon as you add the first employee, every device asks for a PIN to open Checkout. Add your staff and share their PINs before the next shift starts.

Part 1 — Roles

Open the Roles page

1 In the left menu, click Operations › Roles.
2 Click + New Role to create a role.

Two roles are already there. The WiPOS app creates them the first time it's used:

Role	What it can do
Cashier	Checkout only (1 permission).
Manager	Everything except adding or removing employees (15 permissions).

Roles page with the Roles menu item and New Role button highlighted, showing Cashier and Manager — Click to enlarge any screenshot.

Create your own role If Cashier and Manager aren't enough

This example creates a Supervisor: a senior cashier who can also approve voids and refunds, view today's receipts and receive stock.

1 Role Name * — e.g. Supervisor.
2 Start from a template (optional) — Cashier, Manager or Owner (Full Access) ticks a typical set of permissions for you. You can still change them.
3 Select All / Clear All tick or untick every permission at once.
4 Tick each permission this role should have. Every permission has a short description underneath. The full list is in step 3.
5 Click Save.

New Role window: name Supervisor, templates, Select All/Clear All, Approve Adjustments ticked, Save

TipGive each role only what the job needs. You can always add a permission later, and it's much safer than taking one away after something goes wrong.

What each permission allows

Permission	Lets the employee…
Point of Sale
Access POS	Open Checkout and ring up sales. Every staff member who serves customers needs this.
Access Kiosk Mode	Start the self-service Kiosk. Kiosk add-on.
Access F&B	Use the table and order screens. F&B add-on.
Money & Approvals
Override Item Price	Change an item's price at checkout.
Approve Cart/Void/Refund Adjustments	Remove items, lower a quantity or price, give discounts, void, refund and open the drawer with no sale, and approve these for other staff with their PIN. See approvals.
Sales & Reports
View Transactions Only	See today's receipts in the Transactions tab, without full reports.
Access Sales Report	Open full Reports, including past days and totals.
Access Commission Report	See staff commission earnings. Service add-on.
Inventory & Stock
Access Inventory	Add, edit and price products, and manage modifiers and charges.
Access Restock	Receive stock and record restocks.
Manage Packages	Create and edit promo bundles.
Service Mode (Service add-on)
Assign Staff to Sale	Choose which staff member earns commission on a sale.
Manage Commission Rules	Set commission rules for staff.
Manage Expenses	Log and edit business expenses.
Administration
Access Settings	Change store settings, printers and security on the device.
Manage Employees & Roles	Add, edit and remove staff and roles on the device. Keep this for the owner.

Edit or delete a role

1 The number of permissions each role has.
2 ✏️ changes the name or permissions. The change applies to everyone with that role.
3 🗑 deletes the role.

Roles list with the new Supervisor role, its 4 permissions, edit and delete highlighted

A role can't be deleted while employees still have it. You'll see a message like “Cannot delete "Supervisor" — 1 employee is still assigned to this role.” Move those employees to another role first.

Part 2 — Employees

Open the Employees page

1 Click Operations › Employees.
2 Click + New Employee.

Employees page listing Aisyah, Mei Ling and Ravi, with New Employee highlighted

Add an employee

1 Name * — shown on receipts and reports as the cashier, so use the name customers and staff know.
2 Role * — what this person may do.
3 PIN * — exactly 4 digits. Each employee needs a different PIN.
4 Confirm PIN — type the same 4 digits again.
5 Active — leave ticked. Only active employees can sign in.
6 Click Save.

New Employee window: name Farid, role Supervisor, PIN and Confirm PIN, Active, Save

Choosing PINsAvoid easy guesses like 1234, 0000 or birthdays. Tell each person their PIN privately and ask them not to share it. If staff share PINs, the records show the wrong person.

Service add-onWith the Service add-on, the form also has Default commission %, the commission this person normally earns on sales.

If you see a red message

New Employee window showing the message PINs do not match

Message	What to do
PINs do not match.	Type the same 4 digits in both PIN boxes.
PIN must be 4 digits.	Use exactly 4 numbers, no letters or spaces.
That PIN is already in use by another employee. Choose a different one.	Pick another PIN. Every employee in a business needs their own.
PIN is required.	New employees must have a PIN.
Name is required. / Select a role.	Fill in the missing field.
Create a role first under Operations → Roles.	No roles exist yet. Create one, or open the WiPOS app once so it creates Cashier and Manager.

Manage your staff list

1 Each employee's role is shown beside their name.
2 Active / Inactive — click the badge to switch. An Inactive employee can no longer sign in, but their name stays on past sales and reports. Use this when someone leaves.
3 ✏️ edits the name, role, PIN or commission.
4 🗑 removes the employee completely. This can't be undone.

Employees list: Farid as Supervisor, Ravi switched to Inactive, edit and delete highlighted

Someone left? Do it the same daySwitch them to Inactive straight away so their PIN stops working. Inactive is better than delete, because your history stays clear.

Change or reset a PIN

If a staff member forgets their PIN, or you think someone else knows it, click ✏️ on that employee. Then:

1 Type a new 4-digit PIN in New PIN. Leave it empty to keep the current PIN.
2 Type it again in Confirm PIN, then click Save.

Edit Employee window with New PIN (leave blank to keep current) and Confirm PIN highlighted

For security, nobody can see an existing PIN, not even you. You can only set a new one.

Part 3 — Admin Passcode

Set the Admin Passcode

The Admin Passcode is the owner's master code:

It opens any PIN pad on your devices with full access, even if you haven't set up an employee for yourself.
It's what makes roles take effect. Without it, every employee PIN has full access.

Go to Settings, scroll down to Security, then:

1 Type a number code in Admin Passcode. Use a code different from every staff PIN.
2 Click Save Settings.

Settings page, Security section with Admin Passcode and Save Settings highlighted

Keep it to yourselfAnyone with the Admin Passcode can do anything on your devices: refunds, voids, settings, staff. Don't give it to staff, not even managers. Give managers their own PIN with the Manager role instead.

When do changes reach the devices?

Employees, roles and the Admin Passcode are sent to your WiPOS devices automatically the next time they sync. A new employee can sign in once their device has synced. You can also manage staff on the device itself, in the WiPOS app under Others, if you have Manage Employees & Roles.

Still stuck? Email info@wipos.cc and tell us which step you're on.