Every sale, refund and stock movement is recorded under the name of whoever is logged in. That only helps you if each person has their own account and nobody shares a PIN. Set it up before the first shift, not during it.
Signs you are in this situation
- Someone new starts tomorrow, or a temp is covering a shift.
- A cashier has been using someone else's PIN "just for today".
What to do right now
- Open Staff → Add Staff. Enter the Name, a temporary PIN and Confirm PIN, choose the Role and the Language they will use. Tap Create Staff.
- Tell them the temporary PIN in person. On their first login the POS asks them to Set a new PIN. From then on only they know it.
- Start them as Cashier. A cashier can sell, hold sales and take payments. Refunds, discounts, editing paid tickets, inventory and reports need a manager.
- Open Roles & Permissions → Permission Matrix and check what each role can do. Changes there apply to every person with that role, immediately.
- On the first shift: have them Clock In, open with a manager present, and stay close for the first payments. Watch that they use Amount tendered for cash and read the cart back before Process payment.
- At the end of the shift, look at Reports → Staff Performance for their name and at the caja Variance.
Decide
| If… | Then… |
|---|---|
| They will only sell | Cashier. Nothing else to configure. |
| They will open and close the caja or receive deliveries | Manager. This also lets them refund, apply discounts and edit paid tickets, so make sure you trust them with all of it. |
| They will manage staff, settings or promotions | Admin. Keep admins to as few people as possible. |
| A temp needs to cover one shift | Create a real account anyway. Sharing a PIN means the audit trail names the wrong person. |
| Someone leaves | Use Force PIN Change so the old PIN stops working, and change their Role in Roles & Permissions to remove access they no longer need. |
Afterwards, and how to prevent problems
- Point them to the tutorials for checkout, holding a sale and taking a payment before the first shift; managers add opening and closing the day and receiving a shipment.
- Set the Auto-Lock Timeout in Settings so an unattended screen locks and the next person has to enter their own PIN.
- Review roles every few months. Permissions tend to accumulate.
- If a PIN is forgotten, use Reset PIN on the Staff page; they will be asked to change it again on next login.