Staff Accounts
Add employees, set permissions, and track who did what at the register. The shop login is the owner: price changes and voids do not ask for a PIN unless someone has signed in as Staff.
Open Staff & Access → Opens your members area in a new tab
Step-by-step instructions
1 Open Staff & Access
In the left sidebar, open Shop setup → Staff and Access (or search “Staff” with Ctrl/Cmd+K). Only the shop owner or admin account manages the roster. You will see staff members, roles, PIN status, and optional web logins.Shop setup → Staff and Access. 2 Review existing staff
The table lists every staff member with their name, email, role, and last login. If you are the only user, the list shows just your owner account.3 Click Add Staff
Click the Add Staff or + Add Staff Member button at the top right. A form opens for the new employee's details.4 Enter name and email
Type the employee's full name in the name field. Type their work email in the email field — they will use this to log in atspotpro.us/members.5 Set a temporary password
Type a temporary password in the password field. Tell the employee to change it on first login under their account settings. Use at least 12 characters.6 Choose a role
Click the role dropdown and select: Admin (full access including billing), Manager (no billing changes), or Clerk (POS and inventory only). Most counter employees get Clerk.7 Set a 4-digit PIN (optional)
Type a 4-digit PIN if this person will unlock the register or be named on a sale. Checkout records the person already signed in, and it does not ask for a PIN unless you turn a switch on. Require staff PIN to open still locks Checkout and NumisNexus. Require a staff PIN on each sale asks for a PIN on every sale, and it stays off until you turn it on. The shop login is the owner. Price changes and voids do not ask for a PIN unless someone has signed in as Staff. A Staff sign-in still needs a manager or owner PIN. A manager or owner already signed in does not type it again. Anyone with the shop password can still open Staff and Access and Point of Sale Config.8 Click Save
Click Save at the bottom of the form. The new staff member appears in the roster table immediately.9 Have staff log in
Tell the employee to go to spotpro.us/members and sign in with their email and temporary password. They should change their password and bookmark the login page on the counter computer.10 Pick the page that opens after they sign in
On Staff & Access, the first card is After you sign in — the shop default (SpotPro Dashboard, P.O.S. Dashboard, or Sales Checkout). It saves when you pick it. To send one person somewhere else, click Edit on their row, turn on SpotPro login if needed, and set After they sign in, go to. A saved bookmark still opens that page first.11 Check who the sale records
Open Counter → Sales Checkout. If Require staff PIN to open is on, the lock screen asks for the 4-digit PIN. If it is off, checkout records the person already signed in and does not ask. Turn on Require a staff PIN on each sale when every sale should ask who rang it up. The receipt line Served by, and the staff reports, use a staff row when the signed-in name matches exactly one active person, or when they enter their PIN. If the names do not match one row, the screen can still show the signed-in name while Served by stays Unassigned. Trash the cart line instead of Complete Sale if you are only practicing. A completed sale stays in Reports → Transactions. Staff and Access owner cleanup removes leftover test buys, not sales.
A lock screen appears only when Require staff PIN to open is on. 12 Remove staff when they leave
Return to Staff & Access. Click the staff member's row and click Remove or Deactivate. They can no longer log in, but their past sales remain in reports.