POS passcodes let staff switch users on a shared device by entering a 4-digit numeric code instead of logging in and out with email and password. This is designed for fast handovers during busy service.
How it works
There are two types of users in a passcode session:
Type | Logs in with | Purpose |
Base User | Email + password | Starts the POS session |
Active User | 4-digit passcode | Switches in during service |
Role hierarchy
The Base User’s role must be equal to or higher than the Active User’s role. The hierarchy is:
Owner (highest)
Admin
Manager
Custom
Staff (lowest)
For example, if the Base User logged in as Staff, a Manager passcode will not work. You’d need to log in with a Manager or Admin account first.
Staff and Manager passcode users can only access outlets assigned to them. Owner and Admin can access all outlets.
Setting up
Enable the feature — go to Settings → Ordering → Passcodes and toggle on POS Passcodes
Set passcodes for all admins and the owner — this is required before the feature activates
Assign passcodes to team members — go to Settings → Team, each member has a passcode field (e.g. "1234")
Passcodes must be unique per merchant — two team members cannot share the same code.
‼️ POS Passcodes control who can access the POS, but they do not track which user performed each action. For action-level tracking, see order history.
Auto-lock after inactivity
If a device is left unattended mid-shift, anyone who walks up to it can keep working under the signed-in team member's access. Auto-lock returns the POS to the passcode screen after a period of no activity, so the next person has to enter their own code.
This is off by default — outlets already using passcodes keep working exactly as before until you choose a duration.
Once Use POS passcodes is on, Auto-lock after inactivity appears on the same page. Pick one of the quick options (Never, 30 sec, 1 min, 5 min, 15 min) or type your own duration in seconds or minutes — anything from 30 seconds to 8 hours. It applies to every device at that outlet.
Duration | Best for |
Never | Devices in a locked back office, or single-operator shops |
30 sec – 1 min | Counters in public view, unattended kiosks, high foot traffic |
5 min | Typical table service — long enough not to interrupt a round of orders |
15 min or more | Low-risk areas where you mainly want an end-of-shift safety net |
What your team sees. The passcode screen appears with a short note explaining why — for example "Locked after 5 minutes of inactivity". Entering a passcode returns them to exactly the screen they were on, so nobody loses their place in the middle of service.
FAQ
Do all staff need a passcode?
Admins and the owner must have passcodes before the feature can be enabled. Other team members’ passcodes are optional.
How do I switch back to the Base User?
The current Active User can log out to return to the passcode entry screen, where another team member can enter their code.
Can I disable passcodes later?
Yes. Toggle off POS Passcodes in Settings → Ordering → Passcodes to revert to standard email/password login.
Will my team lose an order they were building?
No. Locking never cancels or changes an order — anything already added stays on it, and after entering a passcode they return to the same screen. A pop-up that was open may close.
What counts as activity?
Any tap, typing or scrolling on the device. If a customer is part-way through scanning a payment QR code the POS also stays unlocked, so a payment is never interrupted.
Does auto-lock sign out the main account too?
No. Only the team member's passcode session ends. The account that started the POS session stays signed in.