Keeping staff profiles secure and up to date is essential to running a successful business. Whether you’re updating details or adjusting access to safeguard sensitive information, you can do it all in one place with the Yoco App (mobile or web).
Please note:
Only Administrators, Managers, and custom users with the 'Manage staff profile' permission enabled can create staff profiles, change staff user types and update staff permission settings.
Staff profiles for any staff member without an email address or mobile number can only be updated by Administrators, Managers, and custom users with the 'Manage staff profile' permission enabled.
Staff with four or more user permissions have the option to add an email address and cellphone number to their profile.
Staff with an email address or mobile number added to their profile are the only ones who can update their profiles.
Updating staff profiles
Select the Manage tab.
Select the Staff tile/widget.
Select the name of the staff member whose profile needs to be updated.
When the side screen pops up, select the Edit button to edit the staff member's name and/or the email address and/or mobile number they use to log in to the business’ card machines and/or the Yoco POS App.
💡 Good to know: You can select the Locations tile/widget in the staff member's profile to assign them to a specific selling location. Click here to find out more.
Select the Save button.
Changing user types and permission settings
Select the Manage tab.
Select the Staff tile/widget.
Select the name of the staff member whose user type or permission settings you want to update.
When the pop-up appears, select the Edit button next to their name to edit their permission settings.
Select the Change button in the User type section.
Select a new user type for the staff member, or add/remove permissions from their existing user type.
Select the blue Save button to apply the changes.
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.
Resetting staff PINs
Need to reset a staff member’s PIN for secure staff switching? Let’s find out how.
Select the Manage tab.
Select the Staff tile/widget.
Select the name of the staff member whose PIN you would like to reset.
When the side screen pops up, select the Edit button next to their name.
Select the pencil icon in the PIN tile/widget.
Enter a new 4-digit PIN and select the Save button.
Deleting staff profiles
Limiting who can use your card machines and apps is key to keeping your business secure and your data private. As soon as a staff member no longer needs access, make sure you remove their profile.
Select the Manage tab.
Select the Staff tile/widget.
Select the name of the staff member whose profile you’d like to delete.
When the pop-up appears, select the Edit button next to their name.
Select the red trash can icon in the Remove staff member tile/widget.
Select the Remove button to confirm that you want to delete the profile.
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.
Cashing up with staff profiles
Staff profiles make cashing up at the end of the day quicker than ever. You can instantly see each team member’s sales, making it easy to track performance, spot trends, and keep your business running smoothly.
Select the staff filter, tick the box next to the staff member whose sales you'd like to view, then select the Apply button.
The sales for the selected staff member will now display on your screen.
For cash-up purposes, select the Date filter to view the sales for the staff member for the day.
To download the staff member’s sales information from your Sales history, select the Download button in the top right corner of your screen. To share it, select the Share button.
Choose to share or download the sales information as an Excel or CSV file, then select the blue Share or Download button.
💡 Good to know: For reporting purposes, you can select a specific staff member, then filter their sales by one or more of the following:
Date
Status e.g. approved, declined, pending etc.
Method e.g. card, cash, QR code etc.
Type e.g. in-person, payment gateway, Shopify, Wix etc.
Device
Subscribing staff to email reports
Add your staff members to our mailing list for the following Yoco reports: sales reports, tax invoices, and stock alerts.
• Sales reports can be sent daily, weekly or monthly.
• Tax invoices are sent monthly.
• Stock alerts are configured per product.
Click here to find out how you can set up stock tracking for your products.
Select the Manage tab.
Select the Staff tile/widget.
Select the name of the staff member you’d like to subscribe to Yoco reports.
When the side screen pops up, select the Add communication preferences tile/widget.
Toggle the switches to decide which Yoco reports you’d like to be sent to the email address linked to the staff member’s profile: sales reports, tax invoices, and/or stock alerts.
Select the blue Save recipient button.
Need more help?
Start a conversation with a Yoco Support consultant via our in-app chat.