Employees
Add cashiers, station staff, and managers to your account, give them a PIN to log in to the POS, assign roles, and set their pay rates for payroll. Navigate to Staff & Payroll > Employees in the dashboard.
1. Employees Table
| Column | What it shows |
|---|---|
| Name | First and last name, plus email if set |
| Store | Which store(s) the employee can sign in at |
| PIN | 4-digit POS login PIN, masked by default — tap the eye icon to reveal |
| Role | Permission roles assigned (Cashier, Manager, etc.) |
| Status | Active or Inactive |
| Actions | Active toggle, edit (pencil), delete (trash) |
The badge next to the title shows your active employee count and limit (e.g. 3 / Unlimited active). Inactive employees don't count toward the limit.
Filters at the top: search by name, and a status dropdown (All / Active / Inactive). With multiple stores configured, the global store selector also filters this list.
2. Adding an Employee
Tap Add Employee to open the new-employee form.
Required fields
- First Name + Last Name
- PIN — 4-digit code used at the POS PIN screen. The form pre-fills a random one; tap Generate for a new one or type your own
- Stores (at least one) — pick every store this employee can clock in at
- Role (at least one) — controls what they can see and do on the POS and dashboard
Optional fields
- Email + Phone — for personal records and SMS / email payroll receipts
- Hourly Rate + Daily Rate — feeds into the Payroll calculator
- Bank Information — bank, account number, account name. Used for automated payroll disbursement (optional)
Tap Create Employee to save. The new employee can immediately log in at any tablet bound to their assigned stores.
Use a unique PIN per employee. The system blocks duplicates, but if you reuse PINs across stores you can't tell which cashier opened a given shift.
3. Editing an Employee
Tap the pencil icon on any row to open the detail page. Every field from the new-employee form is editable, including the PIN — handy for resetting a forgotten code. Save changes from the top-right.
The detail page also shows the employee's recent timecards, payroll history, and any 13th-month pay records (if you've run payroll).
4. Active vs. Deleted
There are two ways to take an employee out of circulation:
| Action | What happens |
|---|---|
| Toggle Active off (Switch) | Employee can no longer log in. Their PIN is preserved. Past timecards, receipts, and payroll records stay intact. Frees up an active employee slot in your tier limit. Toggle back on to restore. |
| Delete (trash icon) | Permanently removes the employee record. Past receipts keep the original cashier name, but the employee is gone from filters and reports. Cannot be undone. |
Use Inactive for employees who quit, are on extended leave, or cycle in seasonally — that way you keep their PIN, history, and bank details available. Use Delete only when you're certain you'll never re-hire them and want the record gone for good.
5. PIN Reset
There's no separate "reset PIN" workflow — just edit the employee and overwrite the PIN field with a new one (or tap Generate for a random 4-digit code). The next time the employee logs in, they enter the new PIN.
6. Multi-Store Assignments
The Stores field is multi-select. An employee can be assigned to one branch, or to several:
- One store — they only show up on that store's POS PIN list. Their timecards and payroll are scoped to that store
- Multiple stores — they can log in at any of the selected stores. Their shifts and payroll are calculated per store — closing a shift at Store A and another at Store B gives you two separate shift records
Use multiple-store assignments for managers who circulate, or for staff covering shifts at multiple branches.
7. Subscription Limits
Active employee count is capped per tier. The badge next to the page title shows current vs. max. Approaching the limit:
| Plan | Active employees |
|---|---|
| Starter / Business / Pro / Enterprise | Unlimited |
Limits are enforced on active employees only — toggling someone inactive frees a slot.
What's Next
- Roles & Permissions — Define what each role can access
- Stores — Add the branches where employees clock in
- Scheduling — Build weekly shift schedules
- Payroll — Run payroll using the rates set on each employee