Staff and permissions: frequently asked questions

The most common questions about creating staff (cashier) accounts, staff login and permissions. There is no limit on the number of staff and no extra charge per staff member. For step-by-step instructions see Adding staff and permissions.

Adding staff and logging in

How do I create a staff (cashier) account?

Staff don't need an email address. Give each staff member their own code and password; with a shared account you can't tell who made which sale.

How do staff log in? What is the business number and where can I find it?

The business number is the number unique to your account that starts with “U”. In the web panel it's shown on the My Profile page, and on mobile on the Menu › Profile page.

Details: Staff login and switching staff at the till.

A staff member can't log in (“no registered staff found”, wrong password).

• Check that the staff member is not inactive and that the code / password is typed correctly. If needed, reset the password from the administrator account.
• On web and mobile, make sure the business number is correct. Staff of a branch account log in with that branch's business number.
• For a staff member to make sales, the Can make sales permission must be on.

How do I switch staff at the till?

In the desktop app only one session can be open on a computer at a time; the administrator and a staff member can't both be logged in on the same computer at once (the administrator can follow along from the web panel or mobile).

How do I change a staff member's password? A staff member forgot their password.

A staff password is not reset with “Forgot my password”; the administrator changes it by editing the staff member on the Staff page. After saving the new password, if it will be used in the desktop app, wait for sync to finish.

Permissions

I don't want staff to see reports, turnover or profit.

On the Reports tab of the staff card, turn off the permissions for viewing the Daily, Date Range, Product and Group reports. You can also leave reports on and separately choose that they see only their own sales or don't see profit / earnings. For staff without permission to see profit, the profit cards on the home page are hidden.

I don't want staff to see purchase prices.

Turn off the permissions for seeing the purchase price in the Products permissions on the staff card; also check the “Can see unit purchase prices in sale details” permission on the Sale tab. There is no option to hide purchase prices when logged in as administrator (main account).

Letting staff change prices during a sale, or stopping them.

The Can edit product prices during a sale permission on the Sale tab turns price changes on the sales screen on or off. The Can use Price 1 / Can use Price 2 permissions decide which price levels they can use. The permission applies to all products; you can't give a separate price permission for a single product.

How do I limit the discount a staff member can give?

On the Sale tab, turn on the Can apply receipt discount and Can apply product discount permissions and enter a Maximum Discount (percentage or amount) for each. The sales screen warns when a discount goes over the limit. A staff member without the permission who tries to give a discount gets a “you don't have permission” warning. See Discounts during a sale.

I don't want staff to delete products from the basket or cancel receipts.

Turn off the sale editing and cancelling permissions on the Sale tab (Can edit / cancel all sales / only their own sales). To stop staff from deleting products on the sales screen, turn on the Can't delete products on the sales screen restriction on the staff card. When staff delete a product from a receipt, delete a receipt or leave the screen without making a sale, it is also recorded in the Staff Activity Report and in Notifications in the web panel.

A staff member can't take returns; return mode is off.

Turn on the Can accept returns directly permission on the staff card; the staff member then takes the return themselves. If this permission is off, the staff member creates a return request instead, and the return is processed once the administrator approves it. See Return requests.

I want staff to see only their own sales.

Use “Can edit / cancel only their own sales” on the Sale tab and the own sales only option for reports on the Reports tab. Each sale is saved under the name of the staff account it was made with.

I gave a staff member administrator permission but they can't see some menus.

The administrator permission on the Account Permission tab gives the staff member access to almost the whole account; still, some actions are only available when the account owner (main account) is logged in: adding staff and editing permissions, the Activity page, switching between branches and so on. Viewing other staff members separately in reports is also only available on the main account. Give administrator permission only to people you trust.

I want staff to see the customer list but not customer details (debt etc.).

You can turn customer actions on and off with the permissions on the Customers tab. For credit sales, staff need to be able to select customers; there is currently no option for a staff-specific customer pool or for showing only the list while hiding details.

Tracking and other

How do I track a staff member's sales and shift?

There is no separate shift closing or Z report feature. No instant notification is sent for each sale; suspicious actions (deleting a product from a receipt, leaving without a sale) appear in Notifications in the web panel and in the Staff Activity Report.

I saved a sale under the wrong staff member. Can I change it?

Yes. Press Edit in the sale details and change the staff member who made the sale. There is no bulk change; each receipt is edited separately. To record a sale under a staff member from the start while logged in as administrator on an open till, use the staff selection on the sales screen (web: STAFF in the note / phone / other details section; desktop: Devices and options › TRANSACTION DATE AND STAFF).

Should I delete a staff member who has left?

We recommend making them inactive instead of deleting them: the staff member can't log in, but their past sales keep showing under their name in reports. In the web panel use Make inactive on the Account Permission tab; in the desktop app use Archive Staff. On old receipts of a deleted staff member, the sold by field may show empty. We recommend managing staff from the web panel.

Can staff switch to branch accounts?

No. Switching between branches is only possible when logged in to the main account. If a staff member will work in more than one branch, create a separate staff account in each branch; branch staff log in with that branch's business number.

Can I assign tasks (opening checks, till count) to staff?

Yes. With Task Management in the web panel you can set up recurring tasks and assign them to staff; staff complete the task from the mobile app with a photo, location and note. See Task management.