Staff

Users, PINs and passwords

Owner only

1. Settings › Users › Add user: Name, Email (they log in with it), a Password of 8 or more characters (a 6 digit PIN on older PIN stores), Account (Staff or Owner) and Staff role, then Add user.
2. Tap Edit on a person to change their Email, Account, Staff role or Approve refunds, or to turn off Active (can log in).
3. Add employee adds someone who cannot log in but can still owe utang, like kitchen staff.
4. Deactivate stops a person from logging in. Users are never deleted, so old sales keep their name.

Everyone logs in with their email and password. Staff only see their own branch: each branch has its own staff.

Number of login users: Free 1, Basic 2, Advance 10, Pro and Business unlimited.

Roles and permissions

Owner only

Each staff member has one role. The role's ticked permissions decide what they can do.

1. Go to Settings › Roles & permissions and tap Manage roles.
2. Tap Add role, or Edit on a role. Type the Role name and tick what people with this role can do. Tick Default for new staff to preselect it in Add user.
3. Tap Save. To give a person a role, go to Settings › Users, tap Edit and pick the Staff role.
4. To delete a role people still have, pick another role in Move them to, then tap Move and delete. One role is always kept.

Every store starts with two roles: Cashier (Sell only, the default for new staff; Senior and PWD discounts are always allowed) and Manager (everything except Store settings).

The permissions you can tick, by group:

• Selling: Sell, Give discounts, Do refunds, Void or exclude sales, Backdate sales, See all cashiers' sales, Drawer and remit.
• Inventory: Menu, products and prices; Stock in, adjust and count; Suppliers and payables.
• Reports: Sales reports; Profit and costs.
• Staff: Staff time and attendance.
• Settings: Store settings.

Approve refunds stays a switch per person in Settings › Users › Edit. Billing, plan, Users, Roles & permissions, Multi Store, Payroll and the Activity log are always owner only. Every role change is in the Activity log.

Forgot PIN or password

• Staff: the owner goes to Settings › Users, taps Reset PIN (or Reset Password) on the person's row and types the new one twice. No old PIN is needed. The person is logged out on every device.
• Forgot your password (owners and staff): on the login page tap Forgot password?, type the email you log in with and tap Send reset link. Open the email and tap Choose a new password. The link works for 30 minutes and only once. Type the new password twice and tap Save new password. It works in every store where you use that email.
• Owner with no access to the email: ask PeppyPOS. Use Ask Peppy? › Message PeppyPOS support from another user's login, or the message form on our website.
• Change your own: Settings, then the My PIN card: Current PIN, New PIN, Confirm new PIN, Change PIN.

On stores that use passwords, give each cashier a Quick PIN in Settings so the lock screen works.

Time in and out with a selfie

Advance, Pro and Business

1. Open Staff and tap In on your card. Enter your PIN.
2. If selfies are on, look at the camera and tap Snap, then Use photo (or Retake). Allow the camera when the browser asks.
3. For breaks, tap Start break and End break. Break minutes are taken off your hours.
4. At the end of your shift tap Out and enter your PIN.

• Forgot to time out last time? The app asks. Tap End it & clock in to close the old shift and start fresh.
• The owner turns selfies on or off in Settings › Selling › Ask for a selfie on time in/out.
• Night shifts past midnight are normal and count as one shift.

Fix a time record

Owner only Advance, Pro and Business

1. Staff › Edit time. Pick the period and the person.
2. Tap the shift and change Time in, Time out or the breaks. For a missing day use Add missing shift.
3. Tap Review changes, type a Reason, enter your own PIN and tap Confirm & apply.

Every change is kept in the Change log with who did it and why.

Utang for staff

Advance, Pro and Business

1. On Sell, open the Pay tab, tap Utang and pick the staff member.
2. Tap Charge ₱X · Utang. No cash changes hands today.
3. To collect later, go to Staff › Utang and tap Settle (or Settle all for everything a person owes).
4. Pick how they paid: Cash · into drawer, GCash or Maya.

Only owners and staff with Approve refunds can settle, and nobody settles their own utang. Show settled history lists past payments.

Payroll estimate

Owner only Advance, Pro and Business

1. Staff › Payroll. Pick the pay period: 1st-15th, 16th-end, This week, This month and more.
2. Tap a person's rate (or Set rate), choose Per hour or Per day, type the amount and tap Save rate.
3. Read Total hours, Days worked and Est. gross pay. Tap a person to see their daily time sheet.
4. Download Summary CSV or Time sheet CSV for your records.