Creating Employee PIN Codes

Overview

Employee Logins (passcodes) offer you the flexibility to customize the POS experience according to the preferences of individual users. Using the passcode, a team member can log in to Otter POS, clock into their shift at the restaurant, and more.

You can create unique pin code logins for your staff and grant or lock permissions for actions, including: 

• Accessing the POS terminal
• Authorizing specific discounts (otherwise requires manager override to access)
• Access to specific POS settings (otherwise requires manager override to access)

This feature also ensures you can monitor actions for auditing and reporting purposes.

Types of Otter POS Users

There are two User Roles that can be granted a pin code to log in to Otter POS: Cashier and Supervisor. These two user roles can access different features within Otter POS, including: 

• Cashier: clock in/out, ring in orders, accept online orders, 86 menu items, and more!
• Supervisor: can start a cash drawer, authorize a discount, or process a refund.

Device must be paired to your Otter account
If you have not paired the device through Otter Dashboard, you will not be able to use passcodes to access the POS terminal. Learn how to pair the device to your Otter account in this article: Device Management.

Employee Permission Levels

Once Pin Code Login is enabled for a location, employees can have different permission sets. This allows Restaurant Owners and Operators to gate access to features and require a manager override or approval for specific actions like discounts. 

Features included:

• Log in to the terminal via a customized pin code
• Ability to require manager approval for specific discounts
• Lock access to specific areas of the POS and require a manager override to access

• Pin code login screen display
  
  
• Manager override screen display
  
  

Creating PIN Codes

In order to log in to Otter POS: 

• The user must be added or invited to Otter
• A pin code must be assigned to the user’s profile

Employee PIN codes can be created during adding a new user or once a user is already created.

User Management Access Limitation
Only Otter Admin and Supervisor roles have access to User Management within the Otter Dashboard Settings.

Follow these steps below to create employee PIN codes.

• Step	Process	Image
  1	Log in to the Otter Dashboard.
  2	Click on the Profile icon and select [Settings].
  3	Click User Management > Users from the left-side menu.
  4	Click [Add user].
  5	Type in the user's first and last name.
  6	Select the user role to assign from dropdown.
  7	If assigning a POS associated role, you will need to create a PIN code. Why do I need a PIN code? A PIN code is a unique 4 digit number associated with you for logging into Otter POS and other tasks (depending on access level). Learn more about PIN codes here.
  8	(If shown) Add the user's email address and phone (optional).
  9	Click [Next]. Click [Invite user]. Once you've invited the user, they will receive an email invitation to verify their email address and create a password to log in to their account.
  10	The new user will now appear in the user list with a  Pending  status.  Once the user validates their email address and creates a password using the emailed invitation, the status will change to  Active .

• From the User Management > Users page in the Otter Dashboard, click on a user.
  
  From the side pop-up window, click [Edit] to add or change the PIN Code. Click [Save] when complete.
  

Adjusting Pin Code Logout Time

Follow the steps below to adjust the amount of time before a user is automatically logged out of the POS device after no action.

• Step	Process	Image
  1	Navigate to the Otter Dashboard.
  2	Click on [Apps] and select [POS] from the dropdown menu.
  3	Select a tab from the left side navigation menu to adjust settings based on brand, location, or organization. Brand tab: Settings specific to a brand Location tab: Settings specific to a location Settings tab: Settings specific to an entire organization  POS Settings Override All of the settings below can be set or overridden at the brand, location or org level. If an override is placed on a setting the more specific setting will be set. Brand settings will override Organization settings Location settings will override Brand and Organization settings
  4	Click on the [Terminals] tab in the left-side navigation menu and locate the section “Access.” You can update the minutes in the [Pincode logout time] setting.

FAQs

• All Otter POS customers have access to this feature. If you would like to set this up, please reach out to Otter Support for assistance.

• No— the Pin Code Login feature comes with all Otter POS subscriptions.

Updated July 15, 2026 22:28