In this article: How to create roles and users in the NexxPOS Portal, how Access PIN login works, and what user logs show.
Every store needs at least one admin user, created when the store itself is set up. This article covers adding additional users, controlling what they can access with roles, and how PIN login works on a shared device.
1. Default roles
NexxPOS comes with three default roles already set up, these cannot be edited or deleted:
| Role | Type |
|---|---|
| Store Admin | Admin |
| Pos | POS |
| Kds | KDS |
Additional roles can be created if the default permission sets don't fit, for example a limited staff role with fewer permissions than Store Admin.
2. Create a role
A role defines what a user can access and do within NexxPOS. Roles are assigned to users, rather than setting permissions individually for each person.
- Go to Role Management.
- Click Add Role.
- Allocate the permissions to the role
| Field | Description |
|---|---|
| Name | Identifies the role, this is what you'll select when assigning it to a user. |
| Role Type | Admin, POS, or KDS. Determines which system the role applies to. |
| Permissions | The specific access and functionality this role grants within the NexxPOS app. |
3. Create a user
- Go to User Management.
- Click Add User.
- Enter the user's details.
| Field | Description |
|---|---|
| Full Name | The user's full name. |
| Email Address | Must be a valid, unique email. Used for login. (Optional) |
| Password / Confirm Password | At least 6 characters, including an uppercase letter, a lowercase letter, a number, and a special character. (Optional) |
| Access PIN | A unique passcode used to log into the app quickly, see the section below for how this is used. |
| Allow Store Login | This allows the user to log a device into the store itself using their own email and password, rather than that step being restricted to a single fixed store admin. |
| Roles | One or more roles to assign to this user, set up in the previous step. |
4. Access PIN and the login flow
An Access PIN lets a user unlock the NexxPOS app quickly, without entering a full email and password each time. This is especially useful on a shared device, where several staff members log in and out throughout the day.
There are two ways a PIN gets set:
- On first login, the admin who sets up the device is prompted to set their own 4-digit PIN after logging in with their email and password. See Setting up NexxPOS.
- For additional users, a PIN is set when the user is created above, using a blank email and password.
On a shared device, logging in happens in two steps:
- The store admin logs into the device itself with their username and password.
- Each user then logs in on top of that using their own PIN, from the PIN pad screen.
When a user logs out, or their session times out, the app returns to the user login screen, without needing the store login repeated.
Log Out vs Sign Out
| Action | What it does |
|---|---|
| Log Out | Ends the store session entirely, returning to the store login page. Use this at the end of the day, or when handing the device to a different store. |
| Sign Out | Ends only the current user's session, returning to the PIN pad. Use this between staff members during the day, the store session stays active. |
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