Otter POS: How to manage logins and passcodes

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, examples include:

• 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 manager override or approval for specific actions like discounts.

Features Included

• Login to the terminal via a customized PIN code.
• The ability to require manager approval for specific discounts.
• Locking access to specific areas of the POS and requiring manager override to access.

PIN Code Login Screen

Manager Permission Override Screen

User Management in the Otter Dashboard

Users can be managed, added, and removed from within the Otter Dashboard. By accessing [Settings] → [Users] restaurant owners and operators can create users and assign them PIN codes (required to access Otter POS and other advanced features).

Features Include

• User creation
• Role assignment
• PIN Code management
• View of all created users
• Filters for the role and status of the user view
• User edit panel

User management in Otter Dashboard settings

User creation flow

User edit panel

Device pairing in the Otter Dashboard

This introduces a new section within Otter Dashboard’s settings that allows restaurant owners and operators with access to pair a device with a specific store location.

Features Include

• A table of paired devices filtered by location.
• The ability to pair a new device or relink a previously connected device.
• Device profile creation so devices can be linked at a later time.

Device Management in Otter Dashboard Settings

Device Pairing Screen

Device Details Panel

Add Users and PIN Codes

In order to log in to Otter POS:

• A User must be added or invited to Otter.
• A PIN Code must be added to that User’s profile.

Follow these steps to add a user and assign them a PIN code within the Otter Dashboard.

 

Step	Process	Image
1	Login to the Otter Dashboard.
2	Navigate to the [Settings] tab.
3	Navigate to [User Management] tab and click on [Users].
4	Click on [Add user] and create the user. We recommend creating a Supervisor user first to avoid any possibility of a lockout.
5	Once the user is created, click on the three dots next to the user to open the User Profile. Here, edit the [Passcode] field to set an employee PIN code. Then press [Save].
6	Once this is done, navigate to the [Devices] tab in settings to pair the device.
7	Click [Add new device] and a prompt will appear to add a pairing code.
8	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.
9	Follow any additional prompts and the device will be all set up for pin code use.
10	Once logged in, the pin code will timeout (sign out the user) automatically after 1 minute of no action. To change the timeout time, navigate to the Otter Dashboard homepage.
11	Select [POS] app from the Apps drop-down.
12	Locate the “Point of Sale Settings” and update the minutes for [Login timeout].

Frequently Asked Questions

Need help? Our support team is available via the following channels:

• Chat - Our live agents are available 24/7 to help you through your Otter device. Tap the chat button on the top right corner of your POS device. 
• Telephone or SMS/text - Call or text us anytime at 1-727-268-8471 for prompt service from our Otter POS support experts.
• Email - Send us an email at otterpossupport@tryotter.com and get a response within 24 hours