> ## Documentation Index
> Fetch the complete documentation index at: https://docs.now-os.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Team members and PINs

> Add your managers and staff, issue their PINs for the register, and reset them when needed.

The **Staff** section of the backoffice manages the people who work at your
location. This is where each member gets the PIN they use to sign in to the
register — see [signing in to the register](/en/pos/sign-in).

In the location's sidebar, open **Staff → Team members**. The page lists
the staff and managers for this location. It works the same way in
restaurant mode and retail mode.

## Roles

When you add someone, you choose between two roles: **Manager** and
**Staff**. The **Owner** role belongs to the account owner; it cannot be
assigned from this page.

The role changes three concrete things today:

* **PIN length.** **Staff** members have a 4-digit PIN; managers and owners
  a 6-digit PIN.
* **What is allowed on the register.** Some actions are reserved for
  managers and owners: [refunds](/en/pos/refunds),
  [close of day](/en/pos/close-of-day),
  [pairing a device](/en/setup/pairing), and the store settings in the
  **More** tab — see [device settings](/en/pos/device-settings).
* **Who manages PINs in the backoffice.** An owner can set or reset
  anyone's PIN; a manager only those of **Staff** members.

<Note>
  Custom roles with fine-grained permissions (**Roles & permissions**) are
  announced in the menu but not available yet.
</Note>

## Add a team member

<Steps>
  <Step title="Click Add user">
    At the top right of the **Team members** page, click **Add user**.
  </Step>

  <Step title="Fill in the person's details">
    In the **Add user** window, fill in **Name**, choose the **Role**
    (**Manager** or **Staff**), then click **Create user**.

    **Email is optional**: a server or cashier signs in with their PIN, not an
    email. Fill it in for reference only — it is a contact address, it grants no
    access and never receives any message.

    <Warning>
      This page **never** grants backoffice access, whichever role you pick. To let
      someone open the backoffice, invite them from **Members**, at the workspace
      level. The two accounts are independent: the same person can hold a PIN for
      the register and an invitation for the backoffice.
    </Warning>
  </Step>

  <Step title="Hand over the PIN">
    The **One-time PIN** window shows the PIN generated for the person. Pass
    it on to them (the **Copy** button copies it), then click **Done**.
  </Step>
</Steps>

<Warning>
  The PIN is shown only once. If it gets lost, no one can recover it: reset
  it from this same page.
</Warning>

<Note>
  A new member can take up to 30 seconds to appear in the roster on the
  register. The list updates automatically.
</Note>

## Keep track of the team's PINs

The members list shows, for each person:

* **Name**;
* **Email** — the email, if one was entered (optional);
* **Role** — Owner, Manager, or Staff;
* **PIN** — a **Set** badge if a PIN has been issued, **Not set**
  otherwise;
* **PIN updated** — the date the PIN was last changed.

A **Not set** member cannot sign in to the register until their PIN has
been issued: click **Set PIN** on their row to generate one.

## Reset a PIN

<Steps>
  <Step title="Click Reset PIN">
    On the member's row, click **Reset PIN**. The **Reset PIN** window opens.
  </Step>

  <Step title="Choose the new PIN">
    Enter a new PIN (4 digits for a **Staff** member, 6 for a manager), or
    leave the boxes empty to generate one at random. Click **Reset PIN**.
  </Step>

  <Step title="Hand over the new PIN">
    As at creation, the new PIN is shown only once, in the **One-time PIN**
    window.
  </Step>
</Steps>

<Warning>
  The reset invalidates the old PIN immediately. If the person is in the
  middle of a shift, warn them first: their next sign-in will use the new
  PIN.
</Warning>

## Remove a team member

To remove someone from a location's team, open the **⋯** menu at the end of
their row and choose **Remove**. Confirm in the window.

Removing them takes away their access to this location's register and revokes
their PIN. Their history (sales, refunds) is kept, and if they also had
backoffice access — that is, if they were invited from **Members** — that is
left untouched.

Only an **owner** can remove a member. You cannot remove yourself, nor remove
a location's last owner.

<Note>
  The removal reaches the registers on the next sync. Someone already signed
  in stays on shift until the register's automatic lock; their PIN stops
  working at the next sign-in.
</Note>

## Roles, shifts, and timesheets

The **Roles & permissions**, **Shifts**, and **Timesheets** sections are
visible in the **Staff** menu but not available yet: they show a
coming-soon screen.