Each employee signs in to the register with a PIN and sees only what their role allows. This guide explains how that works and how to manage it.
Sign in with the PIN
- On the Enter your PIN screen, type your PIN.
- Tap Enter, which becomes available from 4 digits. With a 6-digit PIN it signs in on its own.
A PIN has 4 to 6 digits and cannot repeat across active employees.
| Message | What it means and what to do |
|---|---|
| Wrong PIN | Check the PIN and try again |
| Too many attempts. Wait (number) s | After 5 failures the screen locks for 30 seconds. Wait |
| ”Two employees have this PIN, so nobody can sign in with it. Ask the owner to change one of them.” | The owner must change one of them |
| ”Your role has no access to any section. Ask the owner for help.” | Your role has no permissions. The owner must review it |
Lock the register
- Tap Lock in the bar to go back to the PIN screen.
- The register also locks by itself. Change the time under Settings > This device > Auto-lock (minutes). The default is 5. Enter 0 so it never locks. The value must be between 0 and 240; otherwise you will see “Minutes must be a number between 0 and 240.”
- The session of a tablet that only shows the kitchen never locks.
The 5 base roles and the 14 permissions
A role is a set of permissions. The permissions are:
- Sales: Quick sale, Tables, Charge, Discounts, Void, Refunds, Open drawer.
- Operations: Cash shift, Kitchen display, Sales reports.
- Administration: Menu and tables, Customers, Staff and roles, Settings.
About Refunds
The permission appears in the list, but the app currently has no returns flow. To correct a sale, void it. See Selling.
The roles that come ready to use:
| Role | Permissions |
|---|---|
| Owner | All |
| Manager | All except Employees and roles, and Settings |
| Cashier | Quick sale, Tables, Charge, Open drawer and Cash shift |
| Waiter | Tables and Charge |
| Kitchen | Kitchen screen |
Permissions also control the app sections: Register, Tables, Kitchen, Shift, Reports, Menu, Customers, Employees and Settings. Depending on the tablet’s role, these people can sign in:
- Register: all staff.
- Kitchen or bar: anyone with Kitchen screen or Settings.
- Waiter: anyone with Tables or Settings.
Supervisor authorization
If your role cannot do an action (for example a discount or a void), Supervisor authorization appears: “Your role cannot do this. Ask someone with permission to enter their PIN.”
- Ask someone with that permission to enter their PIN.
- Tap Authorize.
- If the PIN does not work, you will see Wrong PIN or no permission.
The authorization expires after 2 minutes and is valid for a single action.
Enter the kitchen without a PIN
On a tablet with the Kitchen or bar role you can turn on Enter without a PIN, under Settings > Location and devices > What this device is for. It works only with a role that sees nothing but the kitchen. The app asks you; if you do not want it, tap No, ask for the PIN. To use it, tap Enter kitchen.
If it stops being valid you will see: “Entering the kitchen without a PIN is no longer available. Log in with a PIN.”
Manage employees
The Staff section (needs the Employees and roles permission):
- Tap Add employee, which opens New employee.
- Enter the Name, choose the Role and enter the PIN (4 to 6 digits) and repeat it.
- Save.
To modify one:
- Change PIN (leave empty to keep it) changes only the PIN.
- Deactivate employee removes access without deleting their history.
- Reactivate turns them back on and requires a new PIN.
Create and edit roles
Tap New role, enter the Role name and check its permissions. A preview says “Will see: (name)” the sections it will have. Delete role removes a custom role.
Rules to know
| Message | What it means |
|---|---|
| ”Another active employee already uses that PIN. Choose a different one.” | A PIN cannot repeat |
| ”at least one active owner must remain.” | You cannot deactivate or change the last Owner |
| ”Only an owner can change an owner or give the Owner role.” | That action is Owner-only |
| ”You cannot give or change permissions that you do not have.” | You cannot grant more than you have |
| ”You cannot edit or delete your own role.” | Ask someone else to edit it |
| ”Some employees have this role. Change their role before deleting it.” | Reassign those employees first |
| ”Built-in roles cannot be deleted.” | The 5 base roles stay |
When the register is linked
With the register linked to food.yammbo.com, employees, roles and PINs are managed in the web dashboard: “Employees, roles and PINs are managed in the web dashboard. Employees that only exist on this register are never deleted.”
- In the dashboard: Team («Equipo») > POS employees tab («Empleados del POS»). There you use Add employee, Deactivate, Reactivate and New PIN. A PIN is never shown again once saved.
- Custom roles are limited to 30 and the account allows up to 100 employees (“The online account takes up to 100 employees.”)
- On the register, Update employees (Settings > Location and devices > Online account) brings in the dashboard changes.
- Employees that exist only on the register are not deleted: they show the label Only on this register and are uploaded to the web once.
- There must always be at least one active employee with the Owner role. The dashboard warns: «Tiene que quedar al menos un dueño.»
Next step
Start selling in Selling.