Add and manage staff access to your card machines, keep track of who’s transacting and how much they’re selling, and view their sales details – all from the Yoco Mobile App and Web App.
Viewing and managing Yoco staff profiles
The Yoco Web App and Mobile App enable you to add profiles for new staff, view and edit existing staff profiles and adjust permission settings, set and reset PINs for Staff Switching, and remove staff members who should no longer have access.
From the Manage tab, click on the Staff tile/widget.
On the Staff page, you’ll find a + New Staff Member button and a list of all existing staff members. If you’re the business owner, you’ll appear at the top of the list.
💡 Tap on each listed staff member to view their profile and edit or remove them.
Adding staff members on the Yoco Mobile/Web App
By adding staff members to your Yoco profile, they can log in to your Yoco card machine(s) and/or the Yoco POS App when making sales – these sales can then also be recorded under their names, ensuring better sales and performance reporting and insights, and a faster cash-up at the end of each shift.
Please note: Only Administrators can add new staff members to your Yoco profile.
Log in to your Yoco Mobile/Web App here.
Select the Manage Tab from the menu on the left of your screen.
Select the Staff tile.
Select + New Staff Member.
When the form opens, select Choose next to the User type (the role and permissions that you want to assign to the staff member).
💡 You can customise the permissions for staff members in the User type settings, by choosing from preset categories (like Administrator, Manager, Staff member or Supervisor) or customising their permission settings to the specific tasks they need to perform in the business. Select the different user types to view the permissions granted to each one.
Enter your staff member's first name and surname.
Set a PIN for staff switching on your Yoco card machine(s) and/or POS App.
Select Save.
More about permission settings
💡 You can customise the permissions for staff members in the User type settings, by choosing either from preset categories (like Administrator, Manager, Staff member or Supervisor) or customising their permission settings based on the tasks they need to perform.
These are all the different access permission options which you can tailor to your team’s needs.
User types and what they can do on your Yoco business profile:
Administrator (Can do everything the profile owner can do!)
Administrator (Can do everything the profile owner can do!)
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 in the business profile.
Refund their own last sale: Reverse their last sale made in case of accidental charge.
Refund any sale: Refund any sale they are allowed to view.
Assign sales: Assign sales to another staff member during a transaction.
Re-assign past sales: Re-assign any sale they are allowed to view, to another staff member.
View sales totals: View daily sales totals in the sales history.
Manage products: Add, edit and remove products from the business profile.
Manage staff: Add, edit and remove staff from the business profile.
View financials: View your Yoco balance and payout amounts.
Manage business settings: Change bank details and business settings such as payment methods.
Manage reports: Configure, add or remove users from reports.
Manage external printers: Add or remove external printers paired to the Yoco App.
Manager (Make sales and manage settings related to selling)
Manager (Make sales and manage settings related to selling)
Make sales: Make card and cash sales and view a history of their own transactions.
View all transactions: View all sales, refunds, errors & aborted transactions in the business profile.
Refund their own last sale: Reverse their last sale made in case of accidental charge.
Refund any sale: Refund any sale they are 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.
Manage products: Add, edit and remove products from the business profile.
Manage staff: Add, edit and remove staff from the business profile.
Manage external printers: Add or remove external printers paired to the Yoco App.
Staff member (Limited to making sales, correcting for accidental charge and viewing own sales totals)
Staff member (Limited to making sales, correcting for accidental charge and viewing own sales totals)
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 (Can perform sales management tasks, but not update products or staff settings)
Supervisor (Can perform sales management tasks, but not update products or staff settings)
Make sales: Make card and cash sales and view a history of their own transactions.
View all transactions: View all sales, refunds, errors & aborted transactions in the business profile.
Refund their own last sale: Reverse their last sale made in case of accidental charge.
Refund any sale: Refund any sale they are 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.
Manage external printers: Add or remove external printers paired to the Yoco App.
Custom permissions (Any combination)
Custom permissions (Any combination)
Customise your permission for each individual if you’d like, by selecting any combination of the different access options above.
Editing a staff member’s profile details/settings
From your Staff page on the Yoco Mobile/Web App here, select the staff member's profile you’d like to edit.
Here, you can choose what you’d like to do:
View the staff member’s permission settings
View the staff member’s permission settings
Select the Permissions tile to see a list of that staff member’s permission for access to your business at different levels.
Send the staff member sales, invoices or stock reports
Select the Add communication preferences tile to specify which Yoco reports you’d like regularly sent to the email addressed linked to this staff member’s profile.
For Sales reports, you can specify whether you’d like them sent daily, weekly or monthly. Tax invoices are sent monthly, and Stock alerts are configured per product – check it out here.
Reset the staff member’s PIN for secure Staff Switching
Select the pencil icon next to the staff member’s name, to open the staff profile editing screen.
Select the pencil icon on the PIN section of the staff details, right below their contact details
Now, you can create and confirm a new PIN. This means that this staff members can quickly log in and out of your card machines/POS by simply entering their 4-digit code, keeping their sales records accurate and their profiles secure.
Edit the staff member’s name and/or contact details
Select the pencil icon next to the staff member’s name, to open the staff profile editing screen.
Here, you can edit the staff member’s first or last name, and their email address and/or mobile number which they will need as their username to use to log in to Yoco, and perform secure password resets in future.
Select Save when you’re ready to finalise the update.
Edit the staff member’s access/permission settings
Select the pencil icon next to the staff member’s name, to open the staff profile editing screen.
Hit the Change button next to the section that says User type.
Update the profile’s permission settings by selecting or unselecting the boxes as appropriate for your business needs. Hit Save when you're done.
Remove a staff member’s 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 your list of your staff profiles, select the staff member whose profile you'd like to remove:
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.
You’ll need to confirm before the profile will be removed.
Adding or editing PINs for Staff Switching
The Staff Switching feature ensures that your card machine and/or Yoco POS are securely handed over between users and shifts, and that all staff sales and performance reports are accurate.
Log in to the Yoco Mobile App or Yoco Web App from the Manage tab and click on the Staff tile/widget.
Select the existing staff member whose PIN you want to set.
Click on the pencil icon in the top right corner of the page, then select the pencil icon next to the PIN section.
Create and confirm a new PIN.
Removing a staff member from your Yoco Profile
Restricting access to your Yoco card machines and POS is vital to maintaining operational security and business data privacy.
💡 As soon as a staff member no longer requires access to your Yoco profile to make sales, or complete management tasks, remove their profile immediately.
Log in to the Yoco Mobile App or Yoco Web App from the Manage tab and click on the Staff tile/widget.
2. Select the staff member whose profile you want to remove.
3. Click on the pencil icon in the top right corner of the page, then the red trash can icon next to Remove staff member.
4. Confirm that you want to remove the staff member.
Staff performance reports and insights
You can also get insights about your staff performance, by going to the Hub tab and selecting the Staff report tile.
Here, you can select the timeframe you’d like to analyse for insights by choosing Today, Yesterday, Last week, Last month, This week, This mont or a Custom date range.
Staff sales totals for cash-up/reports
To view your staff sales totals for cash-up, or for detailed reports, go to your Sales History in the Yoco Mobile/Web App here.
In your sales history, select the staff filter and select the staff member whose sales you'd like to isolate for viewing.
Now, you'll only see the sales made by that staff member.
To narrow things down further either by applying a specific date range (for a report) or only viewing one date's breakdown (for cash-up at the end of a specific shift).
Now, you'll only see the sales made by that staff member on that (or those) date (or dates).
In the Amount column, you'll see the total sales recorded (for the filtered group, if applicable) as well as a breakdown of each sale amount for each day included.
Share or Download it?
To Share
Select the Share icon in the far right of your sales history page, in the Yoco Mobile/Web App.
Select your sharing preference (Excel or CSV) before completing.
💡The share icon looks like this:
To Download
Select the Download icon in the far right of your sales history page, in the Yoco Mobile/Web App.
💡The download/export icon looks like this:
Yoco Staff Switching
Using staff switching on the Yoco POS App
The name of the staff member that is currently logged in, will appear on the top of the screen, above the numeric keypad.
Tapping on the staff member’s name will take you to all the available staff and admin users. Select any staff member's name to log in as them, using their PIN.
After a user is selected from this screen, they will be able to login with their PIN.
Using staff switching on the Yoco Khumo & Khumo Print
Check out the specialist Khumo user guide here.
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 handovers right from your Neo Touch, when using it as a standalone card machine without connecting to a Point of Sale over the cloud.