Back Office Employee Management and PIN Reset

November 21, 2024

Description

How to add and remove employees in the Back Office, and reset an employee PIN

What's in this article?

From the Back Office, the Employees screen displays all of the employees that have been added to your account. You can add, update and remove employees, as well as search for employees based on criteria you specify, such as email address or phone number. If an employee forgets their PIN, you can also reset the Point of Sale PIN number in Back Office.

To add an employee

In the Back Office, select the Employees tab.
Select the Employees subtab.
Click Add an Employee.
Enter Employee Name.
Enter Employee ID.
NOTE: The Employee ID field allows alphanumeric characters. This field appears on the Time Clock report, so you could enter a payroll ID to aid in payroll/accounting.
Enter Short Name. You can use initials, first name, last name, or something similar. This will be shown on reports and receipts.
Enter Email Address (required if the employee will have Back Office access).
Enter Mobile Phone for the employee.
Select the User Role field and select the user role for the employee.
NOTE: The Store Manager role is not automatically assigned the ability to take a payment on the Point of Sale app. Update the user role to allow the store manager role to ring up sales.
(Multi-store users only) Click Assign Stores and select the stores where the employee will be working.
If the user role is a Back Office User, complete the following:
- Enter a Back Office User Name for the employee, such as their email address.
- Enter a unique 4- to 8-digit PIN for each employee who will need access to the Point of Sale app and/or just to clock in and out without access to other Point of Sale app functions. Remember to give the PIN to the employee.
- Enter a Back Office Password and then enter it again in the Confirm Password box.
Click Save Changes to save the new employee record. Repeat these steps for each employee.

To remove an employee

Removing an employee is a "soft delete". This means that although the employee is removed from your view, all the data and activity associated with that employee is still shown in reports, transactions, etc.

To remove an employee:

In the , select the Employees tab.
Select the Employees subtab.
Select the employee that you want to remove.
Click Remove Employee near the top-right corner of the screen. The system will display a popup to confirm removing the employee.
Click Yes to remove the employee. If the selected employee has any sales activity, the system will let you know, so that you can determine if you still want to remove the employee.

To reset an employee PIN

When an employee loses or forgets their PIN, a user with Back Office access can reset it for them.

To reset an employee PIN

In the , select the Employees tab.
Select the Employees subtab.
Select the employee for which you want to change a PIN.
Scroll to Login Credentials section and click Change PIN.
A two-factor authentication popup window will appear. Enter the verification code that you receive.
Enter a new PIN for the employee, and then enter it again in the Confirm PIN field.
Click Save Changes to return to the Employee Detail screen.

Remember to give the PIN to the employee.