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.
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
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Pin code login screen display
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Manager override screen display
User Management in the Otter Dashboard
Users can be managed, added, and removed within the Otter Dashboard. By accessing [Settings] → [Users], you can create users and assign them pin codes (required to access Otter POS and other advanced features).
Features included:
- User creation
- User edit panel
- Role assignment
- Pin code management
- View of all created users
- Filters for the role and status of the user view
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.
Adding Users and 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
Only Otter Admin and Supervisor roles have access to User Management within the Otter Dashboard Settings.
Follow these steps to add a user and assign them a pin code within the Otter Dashboard.
Step Process Image 1 Navigate to the Otter Dashboard.
Click the Profile icon and select [Settings] from the dropdown options.
2 Click on the [User Management] tab in the left-side navigation menu and select [Users] from the dropdown. 3 Select [Add user] to create the new user. 4 Add the user’s first and last name and assign a role to the user.
We recommend creating a Supervisor user first to avoid any possibility of a lockout.
5 Assign the user to the locations and brands they will need access to. 6 Confirm the user details are correct and select [Invite user] to save the new user information. 7 The user has been successfully created. Select [Done]. 8 Once the user is created, click on the three dots to the right of the user and select [Details & edit]. 9 Click on the [Passcode] field to set a user/employee pin code and then press [Save].
If the pin code is already being used by a different user, the error message “Pin is already in use. Please enter a different pin.” will appear under the Passcode field.
10 Once this is done, navigate to the [Devices] Settings tab in the left-side navigation menu to pair the device. 11 Click [Add new device]. 12 A prompt will appear to add a pairing code.
Navigate to the Otter app on the tablet or POS system and click [Pair device] to access the pairing code.
Enter this code in the Otter Dashboard.
13 Follow any additional prompts, and the device will be all set up for pin code use. 14 Once logged in, the pin code will timeout (sign out the user) automatically after 1 minute of no action.
To change the timeout time, follow the instructions in the section Adjusting Pin Code Logout Time.
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.
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