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Staff and PINs

A till is usually one tablet shared by a few people. The tablet stays signed in as one account, and the person serving signs in on top of that with a PIN. Everything they do is recorded under their name and checked against their own permissions.

How it works

  1. The tablet is signed in to the site as an account that may sell. This is usually a manager or a dedicated till account.
  2. The till shows a lock screen with everyone who may sell and has a PIN.
  3. A person taps their name and types their PIN. They are now the person serving.
  4. Orders, tenders, refunds and cash movements are stamped with their username.
  5. To hand over, they choose Switch staff in the menu, or the till locks itself when it sits idle.

Permissions

What someone can do comes from their Grav account. Open Accounts in the Grav admin and tick the permissions on their access list.

Permission In the account list What it allows
kahunacart.pos.use Sell at the till Selling, taking payments, opening and closing a shift, cash in and out, and printing or emailing receipts.
kahunacart.pos.refund Take returns and refunds at the till Counter returns and refunds.
kahunacart.pos.manage Manage point of sale registers, staff, shifts and reports The Point of sale admin screens, pairing a tablet, and every shift and report. It includes selling and refunds.

The account also needs api.access, Grav's own API gate. The till names it on screen when it is missing.

The permission that counts is the person serving's, not the tablet account's. Someone without Take returns and refunds at the till can't refund, even on a manager's tablet. They need a manager to approve it. See Manager overrides.

A person with Manage can sell and refund without ticking the other two. A person with only Take returns and refunds at the till can't sell. Tick both for someone who does both.

An account that is switched off in Grav can't sign in at the till, and loses it at its next request if it was already serving.

The Staff tab

Open Point of sale → Staff. It lists every account that may sell or already has a PIN.

Column What it shows
Name and Username The Grav account.
What they can do Sell, Refund and Manage, from their permissions.
PIN Set, Not set, or Locked until a time, after five wrong tries.
Action What it does
Set PIN or Change PIN Sets a PIN of 4 to 8 digits.
Clear PIN Removes the PIN. The person can't sign in at a till until they have a new one.
Unlock Lets someone who is locked out try again now, instead of waiting the five minutes.

Setting or clearing a PIN signs that person out at every till.

Staff can change their own PIN at the till by giving the old one first.

Tip

Pick PINs nobody can guess from a birthday or a till number. A PIN is stored as a hash and no screen can show it.

Wrong PINs

Five wrong tries lock that person for five minutes. Wrong tries are also counted per tablet, so nobody can guess their way down the staff list four tries at a time. Ten wrong tries on one tablet lock the tablet for five minutes. A correct PIN resets the count.

The same check guards a manager's PIN at an override. A wrong manager PIN counts exactly as it would on the lock screen.

The lock screen and the idle lock

The till locks itself after Lock after (minutes) of no use, five by default. Set it to 0 and it never locks. The sale on the screen is kept, and so is a card payment in progress. The idle lock never fires while a card is on the reader.

The lock counts from the last thing the person did that changed something. Looking at the screen doesn't keep the till awake.

Manager overrides

A manager can approve one action that the person serving may not do. The till asks for the manager's name and PIN, and the manager types them right there. It covers that single request and nothing after it.

Action When it asks
A return or refund The person serving doesn't have Take returns and refunds at the till.
A discount over the limit The discount is above Discount limit (%) and the person serving isn't a manager.
Pairing a tablet The person serving isn't a manager.

The list of people who can approve shows only people who may do the action. The override is written on the order or the sale as a history entry, for example: Robin Manager approved a return by Sam Taylor at the till.

A one-person shop

If you are the only person who sells, turn off Staff sign in with a PIN under Point of sale → Settings → Staff. The lock screen is skipped and the signed-in account is the person serving. Everything is still recorded under that account's name.