Set and use staff POS PINs

Overview

• Each staff member can have an individual 4-digit POS PIN stored on their MiniTill staff record.
• POS PINs are used to unlock authorised POS sessions and to identify or approve sensitive POS actions when the store's security policy requires approval.
• A staff PIN belongs to an individual person. It is separate from the person's MiniTill account password and should not be shared.

When to use this

• Set a POS PIN for staff who need to enter or unlock the POS.
• Managers who approve refunds, discounts, voids, till actions, or other protected operations should have their own PIN so approvals can be attributed correctly.

Step-by-step

1. Open Settings → Staff & Access.
2. Select the staff member and choose Edit staff.
3. In POS security, enter a new 4-digit numeric PIN and confirm it.
4. Save the staff record.
5. Use that person's own PIN when the POS asks them to unlock the register or approve an authorised action.
6. Leave both PIN fields blank when editing a staff member if the existing PIN should remain unchanged.

Common mistakes

• Do not give several staff members the same manager PIN.
• Do not use the Owner's PIN as a general team PIN.
• Do not confuse a POS PIN with the account password used to sign in to MiniTill.
• Do not leave a former staff member active with a valid PIN after their access should have ended.

Troubleshooting

• If a PIN is rejected, confirm the staff member is active, assigned to the store, and entering exactly four digits.
• If a valid PIN cannot approve an action, check the staff role and the store's POS Security approval policy.
• If a staff member has forgotten their PIN, an authorised manager can edit the staff record and set a new one.