Let staff sign in on any device

There are two different things you can do with staff on a device, and they're controlled in two different places. It's worth knowing which is which before you turn anything on.

Signing in — so you can see who did what

Staff → Settings → Let staff sign in on any device.

Switch this on and a Sign in button appears on your tills and terminals. Anyone on your staff list can sign in with their PIN, and a Sign out button appears while they're signed in. They stay signed in if the device changes mode.

This is about knowing who did what. Once someone is signed in, the sales they take are recorded against their name, so you can see who sold what.

It does not force anyone to sign in, and it does not lock any device. If nobody signs in, the till works exactly as it does today and those sales simply aren't recorded against a person.

Locking a mode — so people have to sign in

Modes → pick a mode → Staff login → Require staff to sign in.

That's a per-mode setting, and it's a different thing. A device running that mode shows a passcode lock screen and can't be used until someone signs in — and once they do, their role's permissions and the sections they're allowed to see start applying, on that mode only.

See Lock a mode with passcodes for how to set it up and choose who can unlock it.

Which do I want?

| You want to… | Use | |---|---| | See who took each sale, without changing how anyone works | Staff → Settings | | Stop a device being used until someone signs in | Modes → Staff login | | Limit what a particular person can do on the till | Modes → Staff login (their role applies on that mode) |

The two work together: most people turn on sign-in account-wide so everything gets recorded, then lock only the modes that genuinely need it — a manager's terminal, say, rather than every handheld behind the bar.

On the till or terminal

Once you've switched it on, staff see a Sign in button on every mode. Signing in shows their name at the top of the screen, and a Sign out button appears next to it.

• They stay signed in when the mode changes — switch from Restaurant to Bar and they're still signed in, and their sales still carry their name.
• If someone else signs in, the device asks to confirm first ("Switch user — Sara will be signed out"), so nobody's sales get recorded against the wrong person by accident.
• Switching into a mode that requires sign-in always asks for the PIN again, and says why ("Restaurant needs a sign-in. Sara has been signed out."). That's deliberate: a locked mode has to check the person is allowed on that mode, and the only way to check is to have them sign in.
• Restrictions only apply on modes that require sign-in. On an open mode a signed-in person can do everything the mode allows — their role limits kick in on the locked modes.

Before it will work

• Staff must be switched on for your account. If you don't see Staff → Settings, it isn't.
• Each person needs a Staff passcode. Set that up on their record in Staff members — without a PIN they have nothing to sign in with.
• Devices pick the change up on their own within a minute or so. You don't need to restart anything.

What you'll see afterwards

Sales taken while someone was signed in carry their name. Sales taken with nobody signed in aren't recorded against anyone — that's normal, not an error.

On the till, under Records

Each sale in Records shows the name of whoever took it, next to the status. Tap All filters → Staff to pick one person and see only their sales, or type a name into the search box.

If a sale has no name against it, the till simply shows nothing there — no label, no blank space. Nothing to read means nobody was signed in for that one.

Refunds carry a name the same way. Open a refunded sale and its Refunds list shows who gave each one, card or cash, next to the time.

The Refund cash button on a cash sale follows the usual rule: on a mode that requires sign-in, only someone whose role has the Refunds permission sees it. On an open mode, the mode's own Refunds setting decides. See Refund a settled sale.

In the back office

The sales list at Transactions has a Staff column and a matching filter. It differs from the till in one small way: where the till shows nothing, the back office writes Unattributed, because a column needs something in every row.

Walk-up rounds

A walk-up round used to show the staff member's name where the table goes — "Walk-up · Angela". It no longer does: the round reads simply Walk-up, and the person's name appears in its own place next to the status, the same as every other sale. Nobody's name is shown as a table or as a type of service.

If your venue has no tables at all, you won't see a Table filter in Records — there's nothing for it to list.

Split bills and card-machine sales

Both now carry a name in the normal case:

• A split bill takes the name of whoever split and settled it.
• A sale the till sends to a card machine takes the name of whoever rang it up on the till, not the machine.

The one case that stays blank is a split bill where two different people took different parts of it. One sale can only carry one name, and rather than guess which of the two to credit, we leave it blank — a wrong name on a settled bill is worse than none.

Sales from before you switched it on

Anything rung up before staff sign-in was turned on has no name saved against it, and never will. Those stay blank.