How to Log In to the POS

Sign in to the IdePOS app and get ready to sell: the staff accounts you set up in Staff Settings, the device sign-in and staff PIN, and opening a shift.

Overview

Logging in to the POS has two layers. The device signs in once to your merchant account with an email and password and is linked to a store and a POS device. After that, each staff member unlocks the POS for their turn with a short PIN. Once a staff member is in, the POS asks them to open a shift before any orders can be taken.

The full flow is: set up staff in the Portal → sign the device in → enter your staff PIN → open a shift → start selling.

Before You Start: Set Up Staff in the Portal

Staff can only log in once they exist in the Portal. Go to Staff Settings → Staff.

Add a Staff Member

On the Overview tab, click Add Staff and fill in:

Name — shown on the POS staff list.
Email and Password — used to sign the device in to the account.
Role — the permission set (for example a manager role vs a Cashier role) that controls what the person can do on the POS.
POS Pin — a 4-digit code the staff member uses to unlock the POS.
Store availability — all stores, or specific stores the person can work at.
Status — set the account Active.

Roles & Permissions

Roles are managed under the Role Management tab (Staff Settings → Staff). A staff member’s role decides their POS permissions — for example, whether they can void, refund, cancel, or authorize actions. Managers can also approve a cashier’s restricted action by entering their own PIN (see below).

Note The store must also have a POS device set up (under Devices & Sites) so the app can be linked to it during sign-in.

Sign the Device In

This is done once per device (the device then stays signed in to the account).

On the login screen, enter your Email and Password and tap Login.
Select the Store, then the POS Device, and tap Continue.
Allow the requested permissions and let the app download the menu, prices, staff, and settings.

Caution A POS device can only be in use by one session at a time. If the device you pick is already in use, the app will not let you select it — choose a different device or free up the one in use.

Unlock with Your Staff PIN

Once the device is signed in, the POS shows the staff list. Tap your name and enter your 4-digit PIN to unlock the POS as yourself. Each staff member uses their own PIN, so actions and sales are attributed to the right person.

Note Some actions (such as void, refund, or cancel) are limited to managers. A cashier can still perform them if a manager enters their PIN to authorize. If the staff list is empty, tap Download data so the staff you created in the Portal sync to the device.

Open a Shift

Before you can take orders, the POS asks you to open a shift. On the shift prompt, tap Open Shift, enter your starting cash amount (the float in the drawer), and tap Continue. The shift records who opened it.

Caution You cannot take orders until a shift is open — the Sales screen stays blocked with an open-shift prompt. If you see a “shift not synced” message, tap Download data first, then open the shift.

For the rest of the shift lifecycle — cash in / cash out and closing the shift — see the Managing Shifts on POS guide.

You’re Ready to Sell

With the shift open, the POS opens the Sales screen and you can start taking orders. When you step away, you can lock back to the staff list so the next person unlocks with their own PIN; you do not need to sign the device out.

Limitations & Considerations

Device sign-in uses email and password; day-to-day staff access uses a 4-digit PIN. They are set on the same staff record in the Portal.
A staff member must be Active, have a role, and be available for the store to appear on that store’s POS.
One POS device = one active session; a device already in use cannot be claimed by another sign-in.
Switching store or POS device on a device clears its local data and re-syncs.
A shift must be open before selling; what you can do after unlocking depends on your role.

Best Practices

Give each person their own staff account and PIN so sales and actions are correctly attributed.
Assign the right role (manager vs cashier) so restricted actions are controlled without sharing logins.
Count the drawer and enter an accurate starting cash amount when opening the shift.
If staff or menu changes were just made in the Portal, tap Download data on the device so it has the latest.