How do I set up passcodes for my employees?

[Va3]

[The title of this thread has been edited from the original: Passcodes]

Can my employees each sign in with a passcode?? How do enable  that feature?

[Alex_ · Accepted solution]

Hello @Va3,

Great question, and welcome to the Seller Community! To answer your question, yes, yes you can. To create an individual passcode, please visit your online dashboard and follow these steps:

1. From the Team Members list in your online Square Dashboard, select the team member who needs a new passcode.
2. Under Permissions, click Edit > enter a custom 4-digit passcode or click Generate to create one at random. Make sure to record and share this passcode with the team member.
3. Save.

Please let us know if you have any other questions by replying in this thread.

[SaltyBlonde]

All of my employees have unique passcodes set up in there profile, but it is not prompting them to enter the passcode when making a sale on our shared point of sale. How do I enable the passcode feature once passcodes have been assigned?

[Breffni]

Hi @SaltyBlonde, thanks for reaching out! 

Once you have set up personal passcodes for your team members, you can then enable the setting directly from your point of sale app. 

Square Point of Sale app > More > Settings > Security > Passcodes > Toggle on

I hope this helps 🙂 

[TPCohio]

Hi Alegra! I am having the same issue as SaltyBlonde. I have passcodes enabled for team members but it does not prompt them to enter their passcode, even when going to review reports or edit items. My owner account does require me to enter my owner passcode for seeing reports, items, etc. We are all on mobile devices. Thank you! KendraTPC

[Breffni]

Hi there @TPCohio, 

Thank you for letting me know you are running into this.

It sounds like your team members may be using their own devices is that correct? If so, and you have already assigned them passcodes from the Team section of your Square Dashboard, can you please double check that each team member has the passcode setting enabled on their perspective devices? 

Square Point of Sale app > More > Settings > Security > Passcodes > Toggle on

I'll keep an eye out for your response. 

[TPCohio]

Thank you. Yes they are using their personal devices, when they go to settings>security, they get a screen that says "access denied, you do not have permission.....". 

On my owner dashboard, I double checked that their permissions are turned on for accessing "configure device security'.. They are co-pwners of our business and I have FULL ACCESS toggled on for them and all checkmarks checked in permissions. 

They both have a personal passcode and full permissions under their team profile. 

Thanks,

TPCohio

[Breffni]

Thanks for confirming @TPCohio. 

By the sounds of it you have set up everything correctly. The permission set should include Mobile Point of sale and you have all access points in enabled. It sounds like something we may need to look at from the backend to see if there is a setting missing somewhere. I can't access that information from here as this is a social platform so when you can please give our customer support team a call directly so they can take a look at your account and get this resolved as soon as possible: https://squ.re/3xmt9No

[JulieP]

Do individual employee passcodes work on Android and Apple device? if yes, how do we enable that feature? we would like each employee to log in with their own code so we might track who is making sales.

[ashc]

Hiya @JulieP,

I moved your post to an existing thread that goes over how to set up employee passcodes. 

Here's an in-depth article from our Support Center as well on Team Management and getting started wi...

[Saltonstall]

When I enter the employee's custom passcode (last 4 digits of their SS #) it comes up that the passcode must be unique.  How more unique can I get than using their SS#?

[Valentina]

It sounds like more than one of your employees has the same last 4 digits.

Have you considered allowing your employees to pick their own custom passcodes, and ensuring that there are no duplicates before entering those passcodes in, @Saltonstall? It may actually be safer to use digits other than numbers associated with their SSN, for security purposes. I hope this helps, but let me know if you have other questions!

P.S. Welcome to the Seller Community ✨

[TWill]

I am getting the same error message. I have went through my employees and confirmed the code is not duplicated. I only have 6 employees so it was an easy check. Any idea why I'm still getting this error?

[JustinC]

Not quite sure. Can you reach out to our CS Team and let us know. You'll help this thread out a lot!! @TWill