We’ve recently released a new (and improved) Yoco Web App to replace the original Yoco Business Portal.
If you haven’t yet made the switch, and are still using the old Business Portal to manage your profile, get the guide on managing staff profiles here.
On the Yoco Mobile App and the new Yoco Web App, you can keep track of who is transacting with your card machines, how much they’re selling, and view their sales details.
You can add and manage your staff’s access to the Yoco card machines easily, via the Yoco Mobile App, or on the Yoco Web App.
View and manage your Yoco staff profiles
To view your list of staff member profiles, add new members, edit existing staff profiles or adjust their permission settings, set and reset PINs for staff switching, or remove staff members who should no longer have access, you can do it all straight from the Yoco Web App and Yoco Mobile App.
From the Manage tab, click on the Staff tile/widget. You'll then land on the Staff page, where you'll see the + New Staff Member button and a list of all your existing staff members, including yourself listed as the first staff member if you're the owner of the business.
💡 You can tap on each listed staff member to view their staff profile and edit or remove them.
Add staff members
Add staff members
Adding staff members to your Yoco profile will give them the ability to log in to your Yoco card machines and/or the Yoco Mobile App when making sales for your business. This will also mean that their sales are recorded under their name, giving you better staff sales and performance reporting and insights, as well as faster cash-up at the end of each shift.
From the Yoco Web App
From the Yoco Web App
Please note: Only Administrators can invite new staff members to your Yoco profile.
1. Log in to the Yoco Web App, from the Manage tab, click on the Staff tile/widget.
2. Click on the + New Staff Member button, when you'll see a new staff profile form to fill in.
3. You'll then need to choose the User Type you're adding: Administrator, Manager, Staff member, Supervisor or Custom user type.
By selecting the different user types, you'll be able to see the permissions granted to each user type.
If you'd like more control over the type of permissions the user is receiving, select the Custom user type and proceed to select the permissions you wish to grant the user.
4. Next you need to add a first name and last name for the staff member, as required fields.
5. You'll also need to provide either a mobile number or email address for your staff member - this will be their Yoco login username in future.
💡 You don’t have to add both an email address and mobile number, but we suggest you do. This will allow your staff member to better manage their own login password in future, and reset it when they need to (especially if they forgot it) - with 2 Factor Authentication for enhanced profile security.
6. Here you can also set up a PIN for secure staff switching purposes (more on this below).
7. Your staff member will then receive an invite, either via email or SMS, which will include their new login details for your Yoco profile card machines and the Yoco Mobile App (if you're using it for selling).
💡 Should your staff member download the Yoco Mobile App on a new device, they should take care not to select 'Sign up', as this will prompt them to create a brand new Yoco profile. Rather select Login and use the login details provided in their original invite email or SMS.
From the Yoco Mobile App
From the Yoco Mobile App
1. Select More, from the navigation bar at the bottom of the screen, then Staff.
2. Hit "Add" at the top right of the screen, and enter your staff member's details.
Note: It's important to use the correct mobile number and email address to give your staff member access to Yoco Mobile App. These details will form part of their future login and authentication process.
3. Set a PIN to keep their profile login secure, and enable them to participate in staff switching - securely handing over your Point of Sale between staff members.
4. Set their user type, based on their level of responsibility and required access to information and different tasks on your Yoco profile: Choose between Staff member, Supervisor, Manager, Administrator and Custom.
5. See which settings apply to each user type, or customise your user permissions further (what they can see and do on Yoco), by ticking the appropriate boxes next to task you'd like them to be able to perform.
Your staff member will then receive an invite, either via email or SMS, which will include their new login details for the Yoco Mobile App.
Should the staff member download the App on a new device, they should take care not to select 'Sign up', as this will prompt them to create a brand new profile. Rather select Login and use the login details provided in their original invite email or SMS.
Add or Edit PINs for Staff Switching
Add or Edit PINs for Staff Switching
With Yoco's staff switching feature, you can ensure that your card machine and/or Yoco Point of Sale is securely handed over between users and shifts. It also means your staff sales and performance reports are accurate and reliable.
From the Yoco Web App
From the Yoco Web App
1. Log in to the Yoco Web App, from the Manage tab, click on the Staff tile/widget.
2. From the list of your existing staff profiles, select the staff member whose PIN you'd like to set.
3. Click on the pencil icon in the top right corner of the page, and select another pencil icon button next to the PIN section.
4. Create and confirm a new PIN.
From the Yoco Mobile App
From the Yoco Mobile App
Set a login PIN for yourself:
Open your Yoco Mobile App.
Select More from the navigation bar at the bottom.
Select Settings
Select Personal Details
Select set PIN
Create a login PIN for your staff:
Select More from the navigation bar at the bottom.
Select Staff
Select a staff member to set a PIN
Repeat these steps for each staff member.
Remove a Yoco Staff Profile
Remove a Yoco Staff Profile
Making sure access is restricted to your Yoco card machines and Point of Sale is vital to maintaining ongoing operational security and business data privacy.
💡 As soon as someone is no longer required to log in to your Yoco profile in order to make sales for your business, or perform appropriate management tasks, make sure to remove their profile urgently.
From the Yoco Web App
From the Yoco Web App
1. Log in to the Yoco Web App, from the Manage tab, click on the Staff tile/widget.
2. From the list of your existing staff profiles, select the staff member whose profile you'd like to remove.
3. Click on the pencil icon in the top right corner of the page, and then the red trash can icon next to Remove staff member and confirm to complete.
From the Yoco Mobile App
From the Yoco Mobile App
Open the Yoco Mobile App and log in using your Yoco details.
Tap More at the bottom of the screen, then Staff under the section called "Manage my store".
A list of all your current staff profiles will appear.
Select the profile you'd like to remove, and scroll to the bottom of the "User permissions" section.
Tap Delete and confirm.
Yoco Staff Switching
Using staff switching on the Yoco Mobile App
Using staff switching on the Yoco Mobile App
When you or your staff member is on the lock screen of the Yoco Mobile App, select the “lock” button in the top right corner to lock the Point of Sale.
Select any staff member's name to then log in as them, using their PIN.
Using staff switching on the Yoco Khumo (& Print)
Using staff switching on the Yoco Khumo (& Print)
Check out the specialist Khumo user guide here.
Using staff switching on the Yoco Neo Touch (without a POS)
Using staff switching on the Yoco Neo Touch (without a POS)
You can now create staff logins on the Yoco Mobile or Yoco Web App (above) and do secure handover right from your Neo Touch, when using it as a standalone card machine without connecting to a Point of Sale over the cloud.