Users and Access

Under Admin → Användare (Users) you manage who has access to the system.

Adding a person:

1. Click Add staff
2. Enter first and last name (both required – the staff ledger must be able to identify the person)
3. Enter the personal ID number if you have it at hand
4. Enter Ny PIN (4–6 siffror) (New PIN) and Bekräfta PIN (Confirm PIN). A PIN is required without an email; with an email it can also be set later
5. Pick a permission group
6. Enter an email only if the person also needs to sign in to admin or the staff portal
7. Check Får logga in i kassan (May log in to POS) and click Lägg till (Add)

Email is optional – and it decides what the person can do:

Without an email the person is PIN staff. You can add the address later: click the key icon Grant login on their row. That keeps the same staff record, with PIN, punches and history intact.

⚠️ Do not add the same person again to give them a login – that creates a second staff record, splitting schedule, tips, history and payroll data across two identities.

Personal ID number – required before the person starts working:

The field does not block you when adding someone, but without it the person cannot clock in. The staff ledger is a legal requirement from the Swedish Tax Agency, so complete the details according to your procedures before the first shift. You can create a POS-only user right away and fill in the number before their first shift. While it is missing, the bell icon in admin keeps reminding you. Coordination numbers work too – enter them exactly as written.

Permission groups – not roles:

Access is controlled by groups you can create and fine-tune yourself under Users → Permission groups. Select a group appropriate for the person’s work. Examples:

Need something in between – a shift lead who may void orders but not see salaries – create your own group instead of handing out Admin.

Managing existing people:

• Edit – click the person to change group or details
• Grant login – add an email to PIN staff
• Pause – suspend access temporarily without deleting
• Remove – remove the user’s access after reading the confirmation

Tips:

• Only give Admin to owners and restaurant managers
• Pause accounts instead of deleting – history is preserved
• Set the personal ID number before the first shift, not after
• Review the list regularly and pause anyone who has left