POS Staff and PINs
The cashiers and waiters who sign in at a till. They are not Trabalance users — they hold a name, an optional code and a location, and their PIN is set at the till itself.
Navigate to: Settings → Security & controls → POS staff & PINs
The people who ring up sales at a counter are usually not Trabalance users. They never sign in to the web app, they have no email account with you, and they change more often than your office staff do. This page is the roster of those people: who may sign in at a till, and which location they belong to.
Available to Administrators and the Super Administrator.
Adding Someone
| Field | Required | Details |
|---|---|---|
| Name | Yes | The name shown at the till and against the orders this person rings up. |
| Code | No | A short identifier — W01, W02. Useful when two people share a first name, and it is searchable. |
| Phone | No | Contact number. Not used for sign-in. |
| Location | No | The center this person works at. Leave it unset for someone who works across locations. |
| Active | n/a | On by default. Clearing it retires the person without deleting the record. |
The roster lists Name, Code, Phone, Location and Status, with Edit and Delete on each row. Search covers name, code and phone. Inactive people stay in the list so their history remains attributable.
A person who has rung up sales is attached to those documents. Clearing Active stops them signing in while leaving every past order readable. Delete is for a row created in error.
Where the PIN Actually Comes From
This page does not set PINs. There is no PIN field on the form.
| Task | Where it happens |
|---|---|
| Add someone to the roster | Here — Settings → Security & controls → POS staff & PINs. |
| Set a PIN for the first time | At the till, in the POS Manager Console on the device itself. |
| Reset a forgotten PIN | Settings → Security & controls → POS terminals → the terminal row → Reset PIN. You confirm with your own email and password first. |
This entry is labelled "POS staff & PINs", but the screen manages the roster only. PINs are set at the till and reset from POS terminals.
POS Staff Are Not Trabalance Users
They are two different things, and the distinction matters for access:
| POS staff | Trabalance users | |
|---|---|---|
| Managed at | Settings → POS staff & PINs | Settings → Team → Team |
| Signs in with | A PIN, at a paired till only | Email and password, in the web or desktop app |
| Can reach | The point of sale on that till | Whatever their role and centers allow |
| Has a role | No — attribution only | Yes — one system or custom role |
| Costs a seat | No | Yes |
Adding someone here gives them no access to your books, your reports or any other part of Trabalance. If someone needs the app itself, add them as a user instead.
Multi-Cashier Mode
Individual sign-in only means something when Multi-cashier mode is on — it is the switch on POS terminals that makes each cashier sign in with their own PIN, use Switch user mid-shift, and have orders attributed by name. With it off, the till does not ask who is standing at it, and this roster has nothing to attribute.
Related
- POS terminals — the tills themselves, PIN resets, and Multi-cashier mode
- Invite a teammate — for someone who needs the app, not a till
- Business units — the centers you can assign as a location