Using Passcodes to login and allow discounts/comps

[amahudMW]

I would like to implement individual logins for each of my cashiers, shift leads, and managers. Previously we have used generic logins that correspond to whichever register the cashier is using. IE: The cashier at register 1 logs in as register 1, etc. Cashiers do not change registers as they are responsible for their own cash drawers. Using passcodes to login seems more efficient and we also need them for limiting some discounts and comps to shift leads and managers only. Right now, our devices only ask for email and password for logging in. There is no option to use a passcode at login or any other time. When attempting to apply a restricted discount, the system just tells my cashiers that they do not have permission to access these features. There is no place for management to put in the passcode to allow it to happen. What am I missing?

[VanKalkerFarms]

passcodes need to be turned on in Square POS
https://squareup.com/help/us/en/article/5591-get-started-with-employee-management#:~:text=Enable%20p...

More menu - settings- security- enable passcode

[ryanwanner]

Hi @amahudMW !

@VanKalkerFarmshit the nail on the head with the passcodes. Once those are enabled on your system, you'll have the manager override available.

One word of warning, though: you will probably have to upgrade to Teams Plus Advanced Access in order to fully utilize various permission levels. In the long run, I believe the cost of that subscription pays for itself though.

[amahudMW]

 Thank you for your help with this! As it turns out, I was missing things because I was an account "Executive" not the "Owner" so I was not able to see all the options that I needed to access this. We have made some adjustments and I have it sorted now. Thank you!

[amahudMW]

@ryanwanner @VanKalkerFarms I got this set up yesterday and then we went to log in this morning and it isn't working. It appears that the only way passcodes work is if the register is logged in under the "owner" account first and then switched by passcode to a different user. If passcodes are enabled on the register and a cashier logs in using her email and password, the system only operates under her login and she is not prompted for a passcode on restricted discounts. We are back where we started because the account "Owner" is not here every morning to open the registers. Surely this isn't the case? What is the point of having multiple levels of access if the owner has to be here to login the registers? Why can't a manager have this access? We occasionally have to shut down and restart a couple of our registers if they are glitching and this means someone with owner level access would have to be here to restart the system. Feeling quite frustrated by this at this point.

[VanKalkerFarms]

something isn't fully set up right then because you should be able to log in to a Square account (that is logged into your Square account with the email and password of the account) with any passcode.  even after restarting the app will still be logged into the account and just be waiting for the passcode.

I'm not at my Square stands so I can't walk thru the steps.  Maybe @TheRealChipA or @ryanwanner can help you on the last steps here.

[ryanwanner]

@amahudMW  I recommend leaving your devices logged into your account at all times. My devices are all logged into my account 24/7. This way your team only has to use their four digit passcode to gain access at the levels they need to see. Even restarting the devices every now and then should keep you logged in. If you're trying to see sales per employee, the Advanced Access option gives you the capability of sales reports at an employee level.

You can also set up device codes for all your devices that will eliminate the need for an email/password login if you need to sign out of your account.