Operator Accounts & Security PINs
Add floor staff, set cashier or manager access, and keep PIN sign-in working offline.
Operators are the staff who ring sales on a terminal. They are separate from the Service Account the hardware uses to sign in: the device proves it is an authorized register, and the operator's PIN proves who is standing at it.
Operators are managed under Settings → Organization → POS operators. Your role needs settings access to open that screen.
Operator Role Definitions
Each operator account carries a role that defines what they can do on the floor:
- Cashier: Authorized to ring up orders, modify quantities, select payment types, and handle standard checkout flows.
- Manager: Adds administrative oversight: opening and ending financial shifts on Base registers, adjusting drawers, processing refunds, and resolving closeout discrepancies. Satellites never open or close shifts.
Create the operator
Add the staff member, set their name, and choose Cashier or Manager.
Assign a PIN
Set the operator's secure access code. This is what they type on the terminal to identify themselves.
Scope to locations
Assign the locations where the operator is allowed to work. They can only sign in on terminals at those venues.
Manager sign-in for sensitive actions
Sensitive actions require a manager signed in with their PIN. That includes refunds and opening or closing a shift on a Base register.
Cashiers sign in with a cashier PIN for normal ringing. When a manager needs to refund or open/close a shift, they sign in as themselves with a manager PIN. There is no separate override pad on top of a cashier session.
PIN verification and offline sync
GreenSails keeps PIN access working even when the internet doesn't. Each terminal downloads and stores secure copies of operator access codes on its local database. Because those codes live on the device:
- A cashier can type their PIN and reach the register screen during a total internet outage.
- When connectivity returns, the register syncs back with GreenSails automatically.
PINs are stored securely on the device, never as plain text. When you change or revoke an operator's PIN, the update reaches terminals on their next sync - reconnect a device promptly after revoking access.