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Managing your Shopify POS PIN

Shopify POS uses the following types of access:

  • An initial login to open Shopify POS on a device.
  • PIN access for staff to unlock Shopify POS after it's been opened.

Before staff can process sales on a device, a user with Shopify admin and Point of Sale access must log in to Shopify POS with their account email address and password. After the initial login, staff that have Shopify POS access can use their unique 4 to 6-digit PIN to unlock Shopify POS with their own staff profile.

A PIN identifies which staff member is using Shopify POS. Actions in Shopify POS, such as orders and register activity, are associated with the staff member who entered their PIN. Staff permissions are managed separately from the PIN. On POS Pro locations, permissions are managed with POS roles. The POS role determines what the staff member can do after they enter their PIN, such as processing returns, adding discounts, or managing cash tracking.

Every staff member with Shopify POS access has a unique PIN. When you give a staff member Shopify POS access, Shopify assigns a PIN to that staff member. You can generate a new PIN when needed.

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Considerations for PIN management with POS

Review the following considerations for managing Shopify POS PINs:

  • For locations on POS Pro, the staff member's assigned POS role determines what they can do after they enter their PIN. For locations on POS Lite, POS roles don't apply.
  • POS app-only staff can use their PIN only at POS Pro locations. If a location is on POS Lite, then POS app-only staff can't use their PIN to access that location.
  • If staff are assigned to specific POS locations, then they can use their PIN only at locations that they have access to.
  • Staff with Shopify admin access must accept their staff account invitation and complete account setup before they can use their PIN in Shopify POS.
  • The following users can edit their own PIN and edit PINs for other POS staff members:
  • If the store that you need to change a PIN for is part of an organization, and you aren't the organization owner, then you need the Organization POS administrator role for that organization.

Create or change a POS PIN

PINs are created when you assign staff a POS role. If you're the store owner, or a staff member with the required permissions, then you can change a staff member's PIN from the Shopify POS app or from the Shopify admin.

Steps:

Shopify POS

  1. From Shopify POS, tap the Horizontal menu icon.

  2. Tap Staff, and then tap the staff member's name.

  3. In the Security section, tap Edit.

  4. Tap Generate random PIN or enter a new PIN.

  5. Tap Save.

Shopify admin

  1. From your Shopify admin, go to Settings > Users.

  2. Click the user's name.

  3. In the PIN section, click the Edit icon.

  4. In the Point of Sale PIN section, click the Generate random PIN icon or enter a PIN. If you're changing another staff member's PIN, then make sure that they know what the new PIN is.

  5. Click Done.

Troubleshooting issues with Shopify POS PINs

Review the following common issues when a staff member can't use their PIN to access Shopify POS.

The PIN is incorrect or doesn't unlock Shopify POS

If a staff member's PIN doesn't unlock Shopify POS, then try the following troubleshooting steps:

  1. Confirm that the staff member is entering the correct PIN.
  2. If the PIN was changed recently, then wait a few minutes for the new PIN to sync to the device.
  3. Confirm that the device is connected to the internet.
  4. From Shopify POS, tap Horizontal menu > Connectivity > Store data > Refresh to sync the latest store data.
  5. Force close and reopen Shopify POS, and then try the PIN again.

After 5 incorrect PIN entries, Shopify POS blocks the next attempt for 30 seconds before you can try again.

The staff member is prompted to complete account setup

Staff members with Shopify admin access must accept their staff account invitation and complete account setup before they can use their PIN in Shopify POS.

If an error displays that explains they must complete account setup to access POS, then they need to check their email and accept the staff account invitation. If the invitation expired, then remove and re-add the staff member to send a new invitation.

The staff member doesn't have access to the location

If staff are assigned to specific POS locations, then they can use their PIN only at locations that they have access to.

If a staff member can't use their PIN at a location, then confirm the following:

  • The staff member has access to the location where they're trying to use Shopify POS.
  • Shopify POS has synced the latest staff and location changes.
  • The staff member is using the latest assigned PIN.

To learn more about location access, refer to Managing POS staff by location.

POS app-only staff can't use their PIN at a POS Lite location

POS app-only staff roles are available only for locations on the Shopify POS Pro subscription. If a location is on POS Lite, then POS app-only staff can't use their PIN to access that location.

If POS app-only staff need access to a POS Lite location, then use one of the following options:

  • Have a staff member with Shopify admin access and Point of Sale access use their PIN at that location.

  • Upgrade the location to the Shopify POS Pro subscription.