Devices & staff PINs

Every kiosk, register, kitchen display and in-store tablet is registered here before it can do anything. One screen covers the whole fleet: what exists, what it is allowed to do, and how to switch it off.

Where to find it

Dashboard → Operations → Devices (/configuration/devices/list) — Admin, Co-Admin

Registering a device

1. Create the device — give it a type (kiosk, register, kitchen display or tablet), a name you will recognise on a list, and the outlet it belongs to. It starts as Unclaimed.

2. Generate a login code. You get an 8-character code, valid for 15 minutes, single use. The code identifies your account as well as the device, so nobody has to type an account name into a kiosk.

3. Enter the code on the hardware. The device claims itself and becomes Active. Dashes, spaces and lower case are all tolerated — read it out however is easiest.

4. Set the device admin PIN on first use (kiosk and kitchen display). The first time the on-device admin screen is opened it sets the PIN; after that it verifies it.

A login code is single use

Moving a kiosk to another outlet, or re-enrolling one after a factory reset, needs a fresh code. The old one is spent even if it has not expired.

Turning a device off

Deactivate is the kill switch. The device notices within moments, signs itself out, clears the account from the screen and returns to setup with a notice. Use it for hardware that has been lost, stolen, sold or sent for repair — it does not need to be online, or in your hands, for this to work.

Reactivate brings it back; the device will need a fresh login code. Delete removes it from the fleet entirely.

Per-device settings

Beyond name and outlet, a device can carry:

• A card reader binding, so a specific register or kiosk always uses the reader next to it. See Card terminals.
• A station filter for a kitchen display — show all tickets, or only certain categories or dishes. This is set here, deliberately: the device shows it read-only so a busy kitchen cannot half-configure a screen mid-service.
• Refresh data, which pushes a configuration and menu reload to the device without anyone touching it.

Each device also reports heartbeat and telemetry — orders placed, payments failed or cancelled, times the card reader was offline, coupon failures, carts that hit the line limit, sessions abandoned. A device that stops reporting is usually a network problem at the outlet, not a fault with the hardware.

App-store review devices

A device can be flagged as a review device, which makes its login codes multi-use with a long expiry so an app-store reviewer can enrol without a fresh code from you. Use it only on a demo account, and clear the flag when the review is done — unflagging cancels any outstanding code, and deactivating stays the immediate kill switch either way.

Staff PINs

The register does not sign in as a device user; it signs in as a person. Staff are managed at Dashboard → Operations → Devices → POS Staff (/configuration/devices/staff):

• Each staff member has a name, a role of cashier or manager, and a PIN of at least four digits.
• A PIN is write-only — you can set or clear it, never read it back. If someone forgets theirs, set a new one.
• Manager matters: refunds, manual discounts and other privileged actions ask for a manager’s PIN, and that approval is checked on the server, so a device cannot skip it.
• Too many wrong attempts locks the PIN briefly, and the register shows a countdown.

Deactivate staff who leave. It takes seconds and it is the difference between a tidy till report and an unexplained one.

One PIN per person, never per shift

Shared PINs make every report meaningless — till sessions, refunds and discount approvals are all attributed to whoever’s PIN was used. Individual PINs cost nothing and are the only thing that makes the numbers answerable.

Troubleshooting

Symptom	Try this
A login code is rejected	Codes are single use and expire in 15 minutes — generate a fresh one
A device shows “deactivated”	It has been deactivated here; reactivate it and enrol with a new code
A kiosk or register will not start	Confirm the app is enabled for your account in Feature Settings — the device apps are opt-in
Nobody remembers the device admin PIN	Clear it here; the next unlock sets a new one
A staff PIN is locked	Wait for the countdown, or set a new PIN
The kitchen display shows the wrong tickets	Its station filter is set here, not on the device
A device stopped reporting	Check the outlet’s network before replacing hardware

Related: Self-order kiosk · POS register · Kitchen display · Card terminals