Add staff & switch users with a PIN
Staff accounts keep your business safe and your reports honest: each person gets exactly the access their role needs, and every order records who handled it.
On a shared counter phone or tablet, staff switch between each other in seconds with a 4-digit PIN. No logging out, no shared passwords.
Open Team
Tap "Team" (owner only): in the sidebar on a computer, or on a phone in the menu that the menu button opens (the KioSnap Vendor app has it in its menu too). Then tap "Add staff". The slot bar shows how many staff your plan includes ("2 / 3 slots used").
Create the account
Enter their name, email and a password, and set an optional 4-digit PIN (Counter PIN or Staff PIN, depending on your store) for quick switching on a shared device.
Pick a role
The roles offered depend on your store. Manager, Cashier and Accountant are always there: Manager gets full dashboard access except Team & Settings; Cashier gets counter, orders, POS & tables (a salon's Cashier reads "Orders board"); Accountant sees orders, analytics, customers, day book & expenses. Kitchen (kitchen display only) and Chef (adds menu access) appear only where your store has a kitchen board. "Captain (waiter)" appears only for stores with tables on a plan with table management: "Tables only: takes orders at the table, sends them to the kitchen, answers table calls. No payments or discounts". The form shows each role's description as you pick.
Share the login details immediately
After creation a one-time card titled "<Name> has been added" shows the Login page, Email, Password, PIN and Role. Tap "Copy details" (or Share on the phone), send it to them, then tap "Done". The password won't be shown again (you can reset it later via Edit).
Switch users during service
On the shared device, tap your avatar (your initials) at the top right, pick the person under "Who is this?" (it lists your active staff), and they enter their 4-digit PIN. Staff without a PIN show greyed out with "No PIN set". The same list is under Settings, in "Switch user". Once a staff member is signed in, a "Back to the owner" row appears, and it always needs the owner password.
Manage the roster
Edit anyone to change their role, reset a password or PIN, and Deactivate someone who leaves. It asks "Deactivate <Name>?": they are signed out on every device and can't log in until you turn them back on. Their past orders stay as they are.
Good to know
- Plan limits: Charcoal includes 2 staff, Gas 3, Solar 5. With every slot in use, deactivate a team member to free one, or move to a bigger plan.
- Staff never see Team, whatever their role. In Settings they only reach their own device group (This phone or This computer: language, switch user, printer, alerts). Account, storefront and operations settings are owner-only.
- Orders and POS sales are attributed to whoever is switched in, which powers per-staff analytics.
Still stuck on this?
Message us on WhatsApp and we'll walk you through it personally.