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Managing Staff: User Guide
Managing Staff: User Guide
Updated this week

On the Yoco POS and Business Portal, 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 POS App, or on the Business Portal.

How to add staff members

From the Portal (any device with a web browser)

  1. Log in to your Business Portal.

  2. Select Manage My Store from the menu on the left and select Staff.


  3. To invite a staff member, select + Invite Staff Member. A panel will open from the right.

  4. Enter your staff member's first name, last name, email address, and mobile number.


  5. Under Permissions & Security, select the User Type (the role and permissions that you want to assign to the staff member).



    By selecting Show advanced permissions, you can customize the permissions for staff members. Permissions help you control the amount of access and influence a staff member has in your business. Permissions help you limit the amount of access an individual staff member has over transactions and managing your business.


  6. ​Set a PIN to keep their profile login secure, and enable them to participate in staff switching - securely handing over your POS between staff members.

  7. Select Invite.

From Yoco POS (tablet or smartphone)

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 POS. 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 POS 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 POS 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.


How to set up staff switching

Set a login PIN for yourself:

  1. Open your Yoco POS.

  2. Select More from the navigation bar at the bottom.

  3. Select Settings

  4. Select Personal Details

  5. Select set PIN

Create a login PIN for your staff:

  1. Select More from the navigation bar at the bottom.

  2. Select Staff

  3. Select a staff member to set a PIN

Repeat these steps for each staff member.


How to reset staff PINs

Only a Manager or Owner user type can reset PINs for the staff members.

1. Select More, from the navigation bar at the bottom of the screen, then Staff.

2. The staff member can then log in to Yoco POS and reset their password if they wish.


Using staff switching on Yoco POS

  1. When you or your staff member is on the lock screen of the Yoco App, select the “lock” button in the top right corner to lock the Point of Sale.

  2. Select any staff member's name to then log in as them, using their PIN.

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Using staff switching on the Yoco Khumo (& Print)

Check out the specialist Khumo user guide here.



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