Manager PIN and Capability Approvals

Certain POS actions are sensitive and cannot be performed by anyone. To protect you against shrinkage, mistakes and abuse, Vendion uses a capability system where a manager (or another authorized person) must enter their manager PIN to approve.

When is a manager PIN required?

Preset discounts do NOT require a manager PIN – they are pre-approved by the restaurant owner (e.g. "Staff discount 25%" or "Happy Hour −20%"). See Create and Manage Discounts for how to define them.

How it works in practice:

1. A server taps a protected action, e.g. Void or Open Discount
2. A dialog appears: "Manager approval required"
3. The manager steps up to the terminal and enters their PIN
4. On correct PIN the action is performed – and every approval is logged in the journal memory
5. On incorrect PIN: the attempt is logged, the action is cancelled

Why log everything?

Every manager approval writes an immutable log entry with:

• Which action was approved
• Who approved (manager ID)
• Who requested approval (cashier ID)
• Timestamp
• Order reference

This lets you as an owner go back and spot patterns: "How often are orders voided on Friday nights?", "Who gives the most open discounts?"

Configure manager PIN:

1. Go to Admin → Staff
2. Open the person you want to grant manager rights
3. Choose the role Boss or tick specific capabilities (see below)
4. The person sets their own PIN on first login

Granular permissions:

For larger restaurants you can give different people different rights without making them full bosses. Example permissions:

• Void items – may void items
• Open discount – may apply open discounts (free amount)
• No-sale drawer open – may open the drawer without a sale
• Refunds – may issue refunds
• Price override – may change individual item prices

Tip: Don't use the same PIN as the login PIN – keep separate codes for login and for approvals.

If the manager is alone:

If the manager is standing at the register themselves, they still have to enter their PIN – it creates a traceable log even for their own actions. Think of it as a receipt that you did this deliberately.

Ask AI Boss: "How many open discounts were given last week?" – AI Boss searches the log and answers with count, total amount and who approved the most.