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Employee Management Basics
The EMPLOYEES screen displays all of the employees that have been added to your account. You are also able to add, update and remove employees, as well as search for employees based on criteria you specify, such as email address or phone number.
In this article:
- Add an employee
- Remove an employee
- Reset an employee’s Back Office password
- Change an employee PIN
- Require PIN entry
- Log in to the Back Office.
- Select the EMPLOYEES subtab. Click the Add an Employee button. The system will display the Employee Detail screen.
- Select the User Role field and select the user role for the employee. NOTE: You customize what features each of the pre-defined roles (Time Clock Only, Cashier, Cashier Plus, Store Manager, and Account Manager) can access using the User Roles screen.
- Multi-Store Customers Only: Click the Assign Stores button and select the stores where the employee will be working.
- The screen will update the Login Credentials based on the user role you select.
- 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 POS app and/or just to clock in and out without access to other POS 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 the Save Changes button to save the new employee record. Repeat these steps for each employee.
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.
- Select the EMPLOYEES tab.
- Scroll through the list of your employees and click on the row of the employee that you want to remove or search for the employee.
- Click the Remove Employee button near the top-right corner of the screen.
- The system will display a popup to confirm removing the employee. Do one of the following.
- 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.
- Click No to keep the employee.
Reset an employee’s Back Office password
The Back Office User Name automatically defaults to the employee’s Email Address, but you can set it to something else. Once you save the employee record, the User Name cannot be changed. An email will be sent to each employee with Back Office access, which will include their user name and temporary password. This email also includes a link to the Back Office log in page.
To reset an employee’s Back Office password:
- Select the EMPLOYEES tab.
- Select the employee from the list or search for the employee.
- Click the Reset Password button. The system will reset the employee's Back Office password, display the new password on a popup screen and email the new password to the employee. When the employee logs in to the Back Office using the new password, the system will prompt them to set up a new password for their account.
When an employee loses or forgets their PIN, you can reset it for them.
To reset an employee's PIN:
- Select the EMPLOYEES tab.
- Select the employee from the list or search for the employee.
- Click the Change PIN button to display the Change POS PIN screen.
- Enter a new PIN for the employee, and then enter it again in the Confirm PIN field.
- Click the Save Changes button.
- Remember to give the PIN to the employee.
employees, back office
