Setting up staff profiles in the Yoco App (mobile or web) allows you to define each staff member’s role and access, setting your team up for success. Quick to set up and easy to update, profiles create clarity, boost efficiency, and protect sensitive information.
Here’s how creating staff profiles can benefit your business:
Accurate sales tracking – sales are allocated to staff members making staff performance reporting more accurate and meaningful.
Quicker cash-ups – each staff member is able to cash up their sales, significantly speeding up end-of-day processes.
Secure access control – you can set specific permissions for each staff member to protect sensitive information like financial reports and to limit who can updated business information and process refunds.
Easy staff switching – staff members can securely log in and out of card machines and the Yoco POS App with their unique PINs. This ensures accurate handovers between shifts.
Better business insights – you can track which staff member is using the card machine and when, and access detailed staff sales reports.
💡 Good to know: Staff profiles work across all your Yoco devices and sync automatically, for seamless staff management.
Creating staff profiles
✨ Only Administrators and Managers can add new staff members to your Yoco profile. Administrators can also add Managers, Supervisors and Custom user types.
Select the Manage tab from the menu on the left of your screen.
Select the Staff tile/widget.
Select + New Staff Member button.
When the pop-up appears, select the Choose button in the User type tile/widget to assign a specific role and permissions to the new staff member.
💡 Good to know: You can choose from four preset user types — Administrator, Manager, Staff Member, and Supervisor — or select Custom to set permissions based on a staff member’s specific tasks. Click here for more on each user type.
Enter your staff member's first name and surname.
Select the Set a PIN tile/widget to create a unique PIN for your staff member which they can enter on your Yoco card machine(s) and/or in the Yoco POS App to ensure secure staff switching between shifts.
Select Save.
👩 Need to protect sensitive financial information from staff?
Select the Staff tile/widget.
Select the staff member you’re changing permissions for.
Select the pencil icon (top right corner) to customise their User type.
Select the Change button in the User type tile/widget.
Scroll down to the Managing your business section for their user type.
✅ ’View financials’ box ticked
Staff member can view all financial information for the business, including payouts, Yoco balance, all sales for all staff members, the Reports tab on tablet and Counter devices, and the Summary tab on the Khumo/Khumo Print.
❌ ’View financials box’ unticked
Staff member can only view their sales.
Staff member cannot view any financial information for the business, including the Reports tab on tablet and Counter devices, and the Summary tab on the Khumo/Khumo Print.
All about user types
When setting up a staff profile, you’ll need to assign a user type with specific permissions that control what staff can and can’t do in the Yoco App (mobile or web). This helps you protect sensitive information, streamline workflows, and ensure that each staff member has the right tools for their role.
There are five user types to choose from:
Administrator – can manage staff and products, and view all financial information. The profile owner is automatically set as an administrator.
Manager – can sell, change selling settings, and manage staff and products. Managers don’t have access to financials like payouts.
Supervisor – can handle sales management, but can’t change product or staff settings.
Staff Member – perfect for staff who only need to make sales using their PIN.
Custom – pick and choose the exact permissions you want to give to create a fully tailored role.
✨ Once you’ve chosen a user type, you can refine it by turning permissions on or off to match each team member’s needs.
Here’s a closer look at what each user type involves.
Administrator
Administrator
Sales and refunds
Make sales
Make card and cash sales and view a history of their own transactions.
View all transactions
View all sales, refunds, errors and aborted transactions.
Refund their own last sale
Reverse their last sale made in case of accidental charge.
Refund any sale
Refund any sale they’re allowed to view.
Assign sales
Assign sales to another staff member during a transaction.
Re-assign past sales
Re-assign any sale they’re allowed to view, to another staff member.
View sales totals
View daily sales totals in the sales history.
Managing your business
Manage products
Add, edit and remove products from the product catalogue.
Manage staff
Add, edit and remove staff profiles.
View financials
View your Yoco balance and payout amounts.
Manage business settings
Change bank details and business settings like payment methods.
Manage reports
Configure, add or remove users from reports.
Manage external printers
Add or remove external printers paired to the Yoco App (mobile or web).
Manager
Manager
Sales and refunds
Make sales
Make card and cash sales and view a history of their own transactions.
View all transactions
View all sales, refunds, errors and aborted transactions.
Refund their own last sale
Reverse their last sale made in case of accidental charge.
Refund any sale
Refund any sale they’re allowed to view.
Assign sales
Assign sales to another staff member during a transaction.
View sales totals
View daily sales totals in the sales history.
Managing your business
Manage products
Add, edit and remove products from the product catalogue.
Manage staff
Add, edit and remove staff profiles.
Manage external printers
Add or remove external printers paired to the Yoco App (mobile or web).
Staff member
Staff member
Sales and refunds
Make sales
Make card and cash sales and view a history of their own transactions.
Refund their own last sale
Reverse their last sale made in case of accidental charge.
Assign sales
Assign sales to another staff member during a transaction.
View sales totals
View daily sales totals in the sales history.
Supervisor
Supervisor
Sales and refunds
Make sales
Make card and cash sales and view a history of their own transactions.
View all transactions
View all sales, refunds, errors and aborted transactions.
Refund their own last sale
Reverse their last sale made in case of accidental charge.
Refund any sale
Refund any sale they’re allowed to view.
Assign sales
Assign sales to another staff member during a transaction.
View sales totals
View daily sales totals in the sales history.
Managing your business
Manage external printers
Custom
Custom
Customise permissions for each staff member by selecting any combination of the options.
👩🦱 If you need staff members to have access to log in and out of your card machines and/or the Yoco POS App, you'll need to link an email address and mobile number to their staff profile. This is only possible if a staff member has more than four user permissions.
Staff switching on Yoco devices
Find out how staff can switch securely on your devices during and between shifts – select the relevant link below.
📈 Keen to see how staff are performing?
Our staff report gives you a clear snapshot of each team member’s sales performance, so you can see how your team is contributing to your business’ success.
✨ Need to change your staff profiles? Click here to find out how you can:
Update staff profiles
Reset PINs for staff switching
Delete staff profiles
View staff reports
Subscribe your staff to Yoco reports