Creating Staff Accounts

Staff accounts control who can access the POS and what actions they can perform. Each staff member logs in with a personal 4-digit PIN.

Creating a Staff Member

1. Go to Shopify Admin > Swift POS > Staff

2. Click Add Staff

3. Fill in the details:

   • Name -- the display name shown in the POS
   • PIN -- a 4-digit numeric code for login (must be unique per store)
   • Role -- one of: Admin, Manager, Shift Lead, or Cashier
   • Location (optional) -- assign a default location

4. Click Save

tip

The first staff member should be an admin. They can then create accounts for other staff from the Shopify admin.

Roles at a Glance

Role	Description
Admin	Full access to all features, settings, and staff management
Manager	Can approve restricted actions, view analytics, manage cash register
Shift Lead	Day-to-day operations with some restrictions (e.g., refunds may need approval)
Cashier	Basic POS operations -- sell products, apply promo codes, park carts

For a complete permissions breakdown, see Roles & Permissions.

PIN Security

• PINs are bcrypt-hashed before storage -- they are never saved in plain text
• After 5 consecutive failed PIN attempts, the session is forcibly logged out
• Admins can reset PINs for any staff member from the Shopify admin
• Staff can be deactivated without deletion, preserving their activity history

Managing Staff

From the Staff page in Shopify admin, you can:

• Edit a staff member's name, role, or location assignment
• Reset PIN -- generates a prompt for a new 4-digit PIN
• Deactivate -- prevents login while keeping records intact
• Delete -- permanently removes the staff account

caution

Deactivating is preferred over deleting. Deleted staff records cannot be recovered, and their activity history is lost.