Employees

Depends on your plan

Your plan can limit the number of active employees. Disabled employees do not count. See Plans and features.

Everyone who uses GPOS — in the back office or at the till — has their own employee account. Never share accounts: GPOS records who did what.

Add an employee

1. Go to Employees → Add employee.
2. Enter the Full name, Email and an Initial password (at least 12 characters).
3. Choose a Role and where it applies:
   • Branch — the branch they work in, or All branches.
   • Register — usually Whole branch; pick a register to limit them to one counter.
4. Need more? Select + Add another role — for example Cashier in Kandy and Manager in Colombo.
5. Select Create employee.

Give the employee their business code, e-mail and initial password. At their first sign-in they choose their own password. The number of employees you can have depends on your plan.

Set a POS PIN for an employee

Cashiers unlock the till with a 6-digit PIN. To set it for them:

1. Select the employee to open Manage {name}.
2. Select Set POS PIN, enter the PIN twice and save.
3. Tell them the PIN in person.

Tills receive the PIN on their next sync. Employees can also set or change their own PIN in My account. Only people with a POS PIN who may sell at a branch appear on that branch’s till.

Change roles

Open the employee and change the roles, branches or registers, then select Save roles. Changes apply on the employee’s next action — they do not need to sign out.

Edit details and language

Select Edit to change the name, e-mail or Language (Business default, English, Sinhala or Tamil).

Reset a password

If someone forgets their password and cannot use the e-mail link:

1. Open the employee and select Reset password.
2. GPOS shows a temporary password — only once. Give it to the employee.
3. They are signed out everywhere and must choose a new password at their next sign-in.

Reset two-step sign-in

If an employee lost their phone (and their recovery codes), open the employee and select Reset two-step sign-in, then confirm. Their two-step sign-in is turned off (Two-step sign-in was turned off). They sign in with their password and set it up again on the new phone — straight away if your business requires it.

Do this only after you have checked it is really them asking. You need the Create, update and disable employees and their roles permission.

Disable or enable

When someone leaves, select Disable. They are signed out immediately and can no longer use the back office or the tills. Their history stays. Select Enable to bring the account back.

Tip

The Active employees count on the dashboard shows how close you are to your plan’s limit. Disabled employees do not count.