POS multi-staff & permissions

A real shop has more than one person at the counter. LaunchMyStore POS supports a shared-drawer shift model so a single register can be passed between cashiers across a business day, with every action attributed to the person who did it.

The role tiers

POS layers a permission scope on top of your store’s broader staff roles. Four tiers:

• Owner — you, the store owner. Everything unlocked.
• Staff Admin — trusted operations lead. Same POS capabilities as the owner.
• Manager — floor manager. Can refund, void, and close shifts.
• Staff — cashier. Can ring sales, accept payment, and open the drawer for change — but cannot refund, void, or close the shift.

The scope matrix

All four tiers can open the cash drawer (cashiers need to make change). But only the upper three can close the shift — otherwise a cashier could walk out mid-day and lock the drawer numbers.

Adding POS staff

1. Open Settings → Staff.
2. Click Add staff.
3. Fill in email, name, and role (Staff / Manager / Staff Admin).
4. Optionally set a POS PIN — a 4-digit code the staffer types at the register to clock in. Faster than email + password every shift handoff.
5. Save. The staffer receives an invite email and lands in your store after accepting.

POS PINs are typed at the terminal (never sent to a customer’s browser) and are managed separately from the staffer’s admin login password.

The shared-drawer model

One physical register = one shift = one cash drawer. When a second cashier shows up for their afternoon block, they don’t open a new shift — they join the existing one as a contributor.

Each shift tracks its opener plus a list of additional cashiers who joined and (optionally) clocked out. For each contributor, the register records who they are, when they joined, and when they clocked out — preserving the full handoff timeline for the day.

How clock-in works

When a second cashier arrives mid-day:

1. They tap Switch cashier on the register.
2. They enter their POS PIN.
3. They’re added to the shift as a contributor, with a timestamp.
4. The cart resets; they start ringing as themselves.

Every order from this moment is attributed to that cashier. Per-cashier reporting works because the active cashier is recorded on every order, refund, and cash movement.

How clock-out works

A cashier ends their block without closing the day:

1. They tap Clock out.
2. The register stamps their clock-out time on their contributor entry.
3. The shift stays open for the next cashier.

Why this matters for “current shift” lookups

The register’s “current shift” lookup matches the shift when you are the opener OR an active contributor. If it only matched the opener, a cashier who clocked in but didn’t open the shift would see a misleading “Shift closed” card right after recording a sale — the cart still has items but the screen thinks no shift exists. The contributor-aware match prevents this.

Force-close: when a cashier abandons the drawer

Sometimes a cashier walks out without closing — or their browser crashes on a flaky tablet and they go home. The shift sits open overnight. A manager (or higher) can force-close it:

• If no closing cash count is entered, the register defaults to its own computed expected cash, so the recorded variance is zero.
• The Z-report is generated and flagged as a force-close, with the reason recorded.
• An entry is written to the activity log showing who force-closed the shift and why.

Auditing who did what

Every meaningful action writes to the staff activity log:

• Shift open, close, and force-close
• Cash movements: sales, refunds, cash drops, paid-in, and paid-out
• Order create, refund, and void

Open POS → More → Activity (manager and above) to see the day’s timeline grouped by cashier.

Common issues

• Cashier sees “Shift closed” right after a sale — they never clocked in. Have them tap Switch cashier on the register and enter their PIN.
• Switching cashier doesn’t reset the cart — the register’s local cart is held in the browser. The register clears it automatically when you switch cashiers.
• Wrong cashier’s name on a receipt — the previous cashier didn’t clock out. The Z-report still attributes each order correctly.
• “Permission denied” on refund as a cashier — expected. Hand the till to a manager.

FAQ

Can two cashiers share one shift?

Yes — that’s the whole point of the contributor model. The opener is the “owner” of the shift; everyone else clocks in as a contributor. The shift is one drawer, but every order is stamped with the cashier who rang it.

Do contributors split the variance at close?

No — variance is per-drawer, not per-cashier. The Z-report attributes orders per cashier so you can see who handled what volume, but the cash count is a single shop-wide number.

What’s the difference between a Manager and a Staff Admin?

On the POS register they have the same refund, void, and close-shift capabilities. Staff Admin is a broader admin role across the whole platform (store settings, billing); Manager is geared toward running the shop floor. Pick whichever fits the person.

Can a cashier reset their own PIN?

Not yet — PIN management is done by an Owner or Staff Admin from Settings → Staff. Self-service PIN reset is on the roadmap.

Can I require manager approval before a big discount?

Not yet. Today, any staffer who can reach the register can apply a manual discount, and there is no in-register manager-PIN approval step. A manager-approval / discount-cap workflow is on the roadmap. In the meantime, if you want to limit discounting, have managers apply larger discounts themselves rather than cashiers.