Managing POS Staff: Adding Cashiers, Setting PINs and Permissions
How to add staff to AskBiz POS, assign roles and branches, set PINs for till access, and manage seat usage across your locations.
Key Takeaways
- Add staff from POS > Staff — each staff member gets a name, role (cashier or inventory), branch assignment, and a PIN.
- PINs authenticate staff at the till and ensure every sale is attributed to the correct person.
- Your plan determines how many staff seats you have — upgrade seats to add more team members.
The Staff tab: your team overview
Go to POS and click the Staff sub-tab at the top. You'll see every staff member, their role, branch, whether their PIN is set, and their last login date. The header shows how many seats are in use vs your total (e.g. '2 of 2 seats used'). If you're at capacity, click 'Add seats' or 'Upgrade seats' to increase your limit. Each staff member has Edit and Deactivate buttons — deactivating a staff member prevents them from logging into the till without deleting their transaction history.
Adding a new staff member
Click '+ Add staff' from the Staff tab. Enter their name and assign a role: Cashier (can process sales, apply promotions, and handle returns) or Inventory (can receive stock, adjust inventory levels, and view reports but not process customer sales). Assign them to a branch — staff can only access the till for branches they're assigned to. Set a 4-digit PIN that the staff member will use to log into the till. Make sure they memorise it — do not use predictable PINs like 1234 or 0000.
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Start for free →Resetting a forgotten PIN
If a staff member forgets their PIN, go to POS > Staff, find their name, and click Edit. Click 'Reset PIN' and enter a new 4-digit PIN, then confirm. Let the staff member know their new PIN. Only managers and account owners can reset PINs — cashiers cannot change their own PIN through the till interface. If a staff member leaves, deactivate their account immediately to prevent unauthorised till access.
Permissions: what each role can and cannot do
Cashier role: can open the till, process sales, apply coupon codes, add customers to transactions, and process returns (if enabled). Cannot edit product prices, adjust stock levels, or view detailed margin reports. Inventory role: can add and receive stock, edit product details including cost prices, run inventory reports, and manage suppliers. Cannot open the till or process customer sales. This separation of duties is an important control — your cashiers shouldn't be able to change the prices they're selling at.