Employees: code login, interfaces, permissions and passwords — Paloma365 Classic (Windows POS)

This article covers how an employee signs in to the POS with a personal code, why the POS may refuse them, how interfaces are chosen and switched, and how employee permissions and trading point passwords protect POS operations.

Employee login with a personal code

• Where: the POS start screen with the hint "To enter, swipe your card or enter password" («Для входа проведите картой или введите пароль»). Type the code on the on-screen keypad and confirm with "Confirm" («Подтвердить») or the Enter key on a physical keyboard.
• How to set up: the administrator sets the code in the web dashboard: Employees directory → employee card → «Основное» (Main) tab → «Пароль» (Password) field. The code must contain digits only. After creating or changing an employee, run Menu → Sync on the POS.
• Employee card: a card reader working as a keyboard simply types the code for the employee — the POS checks it exactly like a code typed by hand.
• If the code is not accepted: the POS shows "Wrong password!" («Неверный пароль!»), "Use a password of existing employees." («Воспользуйтесь паролем одного из созданых пользователей.») and a hint: if you created a new employee or changed an existing one, run Menu → Sync and try again.
• On-screen hint: clicking the employee icon on the start screen shows "Employee password to enter" («Код сотрудника для входа в рабочий интерфейс») with instructions on where to set the code in the dashboard.

The "system user" option and deleted employees

• Message on the POS: «<Employee name> У сотрудника не включена опция "пользователь системы"!» (the employee does not have the "system user" option enabled), with instructions.
• How to enable: dashboard → Employees directory → the employee → «Основное» (Main) tab → enable «пользователь системы» (system user); then run Menu → Sync on the POS.
• Deleted employees: an employee marked as deleted in the dashboard is not found by the POS — their code gets "Wrong password!" («Неверный пароль!»).
• Where else the option matters: without it the employee does not appear in the "Choose an employee" («Выбор сотрудника») window and cannot clock in or out in the «Учет рабочего времени» (time tracking) window.

Employee cannot work at this workplace or has no interfaces

• Messages on the POS: "Employee doesn't have access to this workplace! There are no available interfaces for the employee" («Сотрудник не может работать на данном рабочем месте! Нет доступных интерфейсов для сотрудника») or "Employee can not start working, because he does not have available interfaces!" («Сотрудник не может работать, так как у него не выбраны интерфейсы!») — both with instructions.
• How to fix: dashboard → Employees → the employee → «Доступы» (Access) tab: in the «Рабочие места» (Workplaces) section tick the POS terminals the employee may work on, in the «Интерфейсы» (Interfaces) section tick the interfaces they work in. Then sync the POS.
• Note: the workplace link also decides who appears in the "Choose an employee" window and which interfaces are offered in the quick interface-switch menu.

Choosing an interface after entering the code

• What it looks like: after the code is entered, numbered interface tiles appear. Click a tile or press the digit with its number; Esc hides the tiles. If the employee has only one interface at this workplace, it opens straight away.
• Which tiles are shown: only interfaces assigned to the employee in the dashboard («Доступы» → «Интерфейсы»); the employee must also be linked to this workplace («Доступы» → «Рабочие места»). Tile names come from the interfaces directory in the dashboard. The «Тарификаторы» (Tariff meters) tile appears only when the tariff module is enabled.
• What opens: «Кассир» (Cashier) and «Администратор зала» (Floor manager) — the cash screen (the floor manager does not see "Start the shift" («Открыть смену»), "X report" («X отчёт»), "Pay" («Оплата»), "Cashbox" («Касса») and "Prepayment" («Предоплата»)); «Режим продаж» (Sales mode), «Салон» (Salon), «Курьер» (Courier) — the sales screen; «Официант» (Waiter) — the table map or the waiter's order list (depends on whether table design is used); «Повар» (Cook), «Регистрация чеков» (Receipt registration), «Тарификаторы», «Заявки» (Requests), «Фасовка» (Packing), «Склад» (Warehouse) — their own screens.
• After leaving an interface the POS returns to the start screen and the next employee signs in with their own code.

Entering an interface when the shift is not open or a payment is running

• Shift not open: without an open shift only «Кассир», «Фасовка», «Склад» and «Курьер» can be entered. An employee who has the «Кассир» interface is offered to open the shift; everyone else sees "Shift has not started!" («Смена не открыта!»).
• During payment: the interface cannot be switched while a payment is in progress — «Идёт оплата, дождитесь её завершения» (payment in progress, wait for it to finish).

Quick interface switch without re-entering the code

• Sales screen and table map: the interface-switch menu button lists the employee's other interfaces (from those assigned in the dashboard) plus "Change interface" («Переключить интерфейс») — back to the interface tiles without typing the code again.
• Cash screen, «Повар», «Заявки», «Регистрация чеков», «Склад»: the interface-switch button returns to the interface tiles.
• How to turn it off: POS settings → "Program appearance" («Вид программы») tab → "Disable interface switch menu" («Отключить меню смены интерфейса»). The setting is local to this POS. On the sales screen it only removes the list of other interfaces — "Change interface" stays. On the table map and on the «Касса», «Повар», «Заявки», «Регистрация чеков» and «Склад» screens it hides the interface-switch button itself.
• Notes: switching follows the same rules as signing in (for example, an open shift is required). Leaving the cook screen still asks for the cook-screen exit password if one is set.

Program exit password

• Where: start screen → exit button → "Do you want to close the program?" («Хотите закрыть программу?») → "Enter the password to "Exit"" («Введите пароль для "Выход"») window with an on-screen keyboard.
• How to set up: dashboard → «Торговые точки» (Trading points) directory → the point → «Пароли» (Passwords) tab → exit password. If no password is set, the program closes without asking.
• Wrong password: no message; the POS stays on the start screen.
• During sync: exit is postponed with "Wait till the end of sync" («Дождитесь окончания синхронизации»).
• Shutting down the PC: if enabled for the point in the dashboard or on the POS (Settings → "General settings" («Общие настройки») → "Turn off the computer" («Выключать компьютер»)), the computer shuts down after exit.

Settings password and how to change it

• Where: start screen → Menu → Settings → "Enter settings password" («Введите пароль настроек»). A wrong password simply does not open the settings window.
• How to change: Settings → "Settings password" («Пароль для настроек») tab → "Enter a new settings password:" («Введите новый пароль для настроек:») field (a click opens the on-screen keyboard "Enter a new password" («Введите новый пароль»)) → "Save" («Сохранить») → "Password was successfully changed!" («Пароль был успешно изменен!»). An empty password is not saved.
• Where it is stored: on this computer only; it is not sent to the cloud and cannot be changed from the dashboard, even when settings are stored in the database. Each POS has its own settings password.
• Forgotten password: there is no reset or recovery button on the POS — contact support.

Remote access password for support

• Where: start screen → Menu → "Support" («Поддержка») → "Remote access" («Удаленный доступ») button → "Enter your remote access password" («Введите пароль удаленного доступа») → the buttons «TeamViewerQS (Тимвивер)», «Supremo (Супремо)», «AnyDesk (Энидеск)» appear.
• How to set: Settings → "Remote access" («Удаленный доступ») tab → "Enter a password for remote access:" («Введите пароль для удаленного доступа:») → "Save" («Сохранить») → "Password was successfully set!" («Пароль был успешно установлен!»).
• By default: no password is set, and the "Remote access" button is not shown in the "Support" window. The password is stored on this POS only.
• Notes: with a wrong password the buttons simply do not appear. On the "Remote access" settings tab the same programs can be launched without this password (the tab itself is protected by the settings password).

Cook screen exit password

• Where: «Повар» (Cook) interface → "Exit" («Выход») button, the interface-switch button or Alt+F4 → "Enter the password to "Exit"" («Введите пароль для "Выход"»).
• How to set up: dashboard → «Торговые точки» → the point → «Пароли» tab → the password for closing the cook screen. If not set, the screen closes without asking.
• Notes: the password is asked for whichever way the cook screen is closed. A wrong password shows "Wrong password!" («Неверный пароль!») and the cook screen stays open.

Employee permissions for POS operations

• How it works: the administrator turns permissions on for each employee in the dashboard (Employees directory); the POS receives them on sync.
• Permission on — the operation runs without a password.
• Permission off (or empty) — the POS shows "Permission denied!" («Недостаточно прав!», closes by itself) and does not offer a password: a trading point password cannot override the ban.
• No permissions set for the employee at all — the POS asks for the trading point password for that operation if one is set, otherwise allows it. It behaves the same way if its local database does not yet have some newly added permission.
• List of permissions: total report, sales act, stock remains report, material statement, returns report, salon report, refusals report, X report, cash report, unlocking an order, return, splitting an order, changing the employee, stop list, moving items, table designer, label printing, cash deposit, cash withdrawal, cash transfer, bank account operations, note, refusing an item, changing price, changing quantity, choosing a client, adding a client, deleting an item, service charge, discount, deposit top-up, deposit withdrawal.

Trading point passwords for operations

• Where: for a protected operation the POS opens "Enter the password to <operation>" («Введите пароль для <операция>») with an on-screen keyboard; a wrong entry gives "Wrong password!" («Неверный пароль!»).
• How to set up: dashboard → «Торговые точки» (Trading points) directory → the point → «Пароли» (Passwords) tab.
• An empty password means "no prompt" — except for six operations: unlocking an order, refusing an item, discount, return, stock remains report, material statement. For these an empty password blocks the operation with a message such as "To use discounts you need to set the password!" («Для скидки необходимо установить пароль!») and instructions: open the dashboard, go to the «Торговые точки» directory, choose the point, open the passwords tab and set the password.
• Who enters it: an employee with the permission turned on does not enter a password; with the permission off they get "Permission denied!". The password is asked of employees who have no permissions set. For operations that have no separate permission (exiting the program, exiting the cook screen, changing the table, switching lists on the cash screen) everyone is asked for the password.

List of trading point operation passwords

• Passwords: program exit, cook screen exit, unlocking an order, refusing an item, client (shared by client selection, the journal and deposits), return, stop list, splitting an order, changing price, adding a client from the POS, service percentage, discount, deleting from an order, stock remains report, material statement, total report, sales act, X report, receipt copy, changing the table, switching to the "Paid" («Оплаченные») and "All" («Все») lists on the cash screen.
• The "combo" password from the dashboard is not used by the POS.