Guide · staff & PINs

Har staff ka apna PIN — kaun kya kar sakta hai, aap tay karo.

The till should know who is standing at it. Give every person their own PIN and a role that matches their job, and the register does the enforcing for you — the new cashier cannot write off cooked food alone, the waiter's phone cannot hand out discounts unseen, and the kitchen screen can never wander into the money. Set up once in the dashboard; it works offline forever after.

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The walkthrough

Dashboard se till tak — chaar steps.

Create the person in your dashboard

Staff live at easykot.com, not on the till: open Staff in the owner dashboard, add the name, pick the role, and set a PIN — 4 to 12 digits, typed or generated. The list syncs down to every register and captain phone on its own. There is deliberately no 'add staff' on the till itself: hiring is an owner's desk job, not a rush-hour key.

The owner dashboard's Staff page: the Add someone form filled in with the Chef role and a generated PIN, above the roster — a cashier, a manager and the owner, each marked PIN set, never shown

Step 1 — staff are created in the dashboard; the till only ever signs them in.

Pick the role that matches the job

Owner and Manager can do everything on the till, Settings included. Cashier bills, settles, refunds and discounts, but cannot void a dish the kitchen already cooked, and never sees Settings. Captain takes orders and fires KOTs from the phone, with money keys held behind a manager's approval. Chef is the narrowest of all — the PIN that turns a screen into the kitchen display and nothing else.

Sign in, lock, switch — all on the PIN pad

The register greets a staffed store with a PIN pad: 'Enter your PIN to start your shift'. It checks the PIN against the till's own synced list, entirely offline — the internet being down has never kept anyone out. Mid-shift, the header's Lock key drops back to the pad so the next person signs in as themselves; whoever rang the sale is on the sale.

The EasyKOT register's sign-in screen: the EasyKOT mark, 'Enter your PIN to start your shift', a masked PIN field and a large touch keypad

Step 3 — the pad checks the PIN against the till's own list, offline.

Let the register ask for a manager when it should

A cashier voiding a fired dish, or a captain giving a discount, does not need to hunt anyone down or swap accounts — the register opens a manager-PIN prompt on the spot. The manager types their PIN, the action goes through, and their name rides the event. The cashier stays signed in; the approval is one line on the record, not a shift change.

The register's manager PIN pad reading 'Manager approval — Void sent item · Removes an item the kitchen has already been told to make'

Step 4 — the register fetches the manager itself: their PIN signs the void, on the record.

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The roles

Five roles, one honest comparison.

Owner & Manager — everything: billing, refunds, voids, discounts, Settings, the floor builder, and the dashboard. Managers are also the PIN that answers every approval prompt.
Cashier — the till job: orders, KOTs, bills, settle, refunds, discounts. Cannot void a fired dish alone, cannot open Settings. This is the right role for almost everyone behind the counter.
Captain — the phone job: tables, orders, fire. A discount at the table asks a manager to type their PIN on the spot. See the captain app setup.
Chef — one capability: the kitchen board. Sign a paired screen in with a chef PIN and it is the KDS, locked — every other screen on the device leads back to the pass. See the kitchen screen setup.
Every approval is a record, not a favour. When a manager types their PIN over someone else's action, the event carries both names — who asked, who approved. The review month reads itself.

Staff questions

Straight answers.

Do PINs work when the internet is down?

Yes — completely. PINs are verified against the register's own local copy of the staff list, so sign-in, lock, switching and manager approvals all work in airplane mode. The only staff action that needs the internet is creating or editing people, because that happens in the dashboard.

What exactly can each role do?

Owner and Manager: everything, including Settings and layout editing. Cashier: take orders, fire, settle, refund, discount — but voiding an already-fired dish needs a manager's PIN, and Settings never appears. Captain: orders and firing from the phone; discounts and cash actions ask for a manager. Chef: sees the kitchen board, full stop — a chef PIN locks its device to the kitchen screen.

Why can't a cashier void a dish that was already fired?

Because the kitchen cooked it — a fired void is written-off food, and written-off food is where leakage hides. The register lets the cashier reduce a quantity the guest returned, but removing a cooked plate entirely takes a manager's PIN and a reason, and both land on the record. It is one line of friction in exactly the place an owner wants friction.

Does a brand-new store get locked out before staff exist?

No. A store with no staff on the list runs as an open owner session — no lock screen at all — so the till can sell the minute it is installed. The pad appears when the first staff member with a PIN syncs down. And if staff exist but nobody has a PIN yet, the pad says exactly that and points at the dashboard.

Can someone brute-force a 4-digit PIN?

Four wrong tries are free — fat fingers happen. From the fifth, the pad enforces a growing cooldown, fifteen seconds up to a minute per try, shared across sign-in and every approval prompt on that device. There is deliberately no hard lockout: a locked till during Saturday rush is a worse failure than a slow guesser, and the cooldown makes guessing impractical anyway.

Can I record what each person is paid?

Yes — the same Staff & pay page. Set a monthly salary, a daily wage, an hourly rate or mark someone as contract; give an advance mid-month and, on payday, the salary is prefilled net of it so the advance is taken back in the same entry. Monthly pay is spread across the days it covers in the P&L, daily-wage staff count what you actually paid them, and nothing about pay ever reaches a till — the register only ever sees names, roles and PINs.

Staff PIN bhool gaya toh?

An owner or manager resets the PIN in the dashboard's Staff page and it syncs down within moments. Locked out of the till right now? The pad's 'Can't sign in?' door accepts any owner or manager PIN — and an owner can always unlock with their easykot.com email and password while the till is online.

Every guide in this cluster is listed on the guides hub.

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