An employee cannot sign in to the POS — Paloma365 Classic (Windows POS)

"I can't get into the cashier login", "the employee cannot work at this workplace", "the PIN code doesn't work", "we need to re-link the workplace to another account" — this article explains how the workplace, the employee and their PIN code relate to each other, and what to check when a cashier cannot sign in on a specific POS.

Overview: three different things

Signing in to the Paloma365 Classic POS takes several credentials at different levels at once — they are often confused:

1. Workplace login and password — entered once at installation / the first sign-in of the POS on a computer (a three-field form: the dashboard login + the workplace login and password). More in Installing and updating and Login and opening a shift.
2. Linking the employee to the workplace — whether a specific employee is allowed to sign in on this POS at all.
3. Employee PIN code — the personal code the employee uses on the start screen of a POS that is already signed in.

If the POS does not let an employee in, it is important to find out at which of the three levels the problem is — the article below covers each level separately.

Workplace login and password

The POS sign-in form has these fields: the dashboard (account) login in one field, and the workplace login and password in the other two. By default a workplace is named, for example, "kassa1", but it can be renamed.

You can find or change the workplace login and password in the dashboard, in the card of the relevant automated point, on the "Workplaces" tab (it appears after the point is saved — see Automated Points). If the workplace password is forgotten, it can be changed there, in the dashboard; it cannot be reset on the POS itself.

If you need to change which workplace/account a computer is connected to (for example, the computer used to stand at another point of sale or belonged to another client) — go through the POS sign-in again with the login and password of the right workplace. If you do not have the exact credentials at hand, you can view or change them in the dashboard on the "Workplaces" tab of the right point's card. If there is confusion between several points/branches, do not rely on memory — check the workplace name ("kassa1", "kassa2", etc.) against what is actually listed for the right point in the dashboard.

Employee not linked to the workplace

If the employee enters their PIN code and the POS responds "Employee doesn't have access to this workplace!", the employee is not allowed to work on this particular POS. To allow it:

1. In the dashboard, open Guides > Employees.
2. Find the employee and open their card.
3. Go to the "Access" tab.
4. In the "Workplaces" section, tick the right workplace (or enable access to all workplaces if the employee should work on any POS of the point).
5. Press "Save".
6. On the POS, open "Menu" > "Sync" and wait for it to finish — after that the employee should be able to sign in.

If it still does not work, while the POS has internet and the sync has completed, go through the checklist below.

Employee PIN code

The PIN code is a short numeric code the employee uses to sign in on the POS start screen (without entering a login/password). The PIN code is set and changed by the administrator in the dashboard, in the employee card (the "Employees" guide); it cannot be reset or viewed on the POS itself. More about signing in with a code and other error messages on employee sign-in — Login and opening a shift.

Common problems

• "Employee doesn't have access to this workplace!" — access to this workplace is not enabled for the employee. See the section Employee not linked to the workplace above.
• "The employee does not have the "system user" option enabled!" — working on the POS is not enabled in the employee card (the "Main" tab). Enable it and repeat the sync.
• "Wrong password!" when entering the PIN code — the code is wrong; only the administrator can find out or change it, in the dashboard, in the employee card.
• Settings/the link were changed, but the POS still behaves the old way — wait for sync or run it manually ("Menu" → "Sync"); without internet on the POS the sync will not go through.
• The workplace login/password "don't work" after reinstalling or moving the POS to a new computer — check them against the dashboard, the "Workplaces" tab of the right point, not from memory: a mismatch most often happens when the account has several points/branches and workplaces are easy to mix up.

FAQ

What is the difference between the PIN code and the workplace password?

The workplace login and password are entered once to sign the POS in on a specific computer (these are the point's credentials, not the employee's). The PIN code is the employee's personal code used to sign in on a POS that is already signed in. These are two different access levels.

Who can change an employee's PIN code?

Only the account administrator — in the dashboard, in the employee card. The code cannot be reset or viewed directly on the POS.

How do I allow an employee to work on all POS terminals of a point at once?

In their employee card, on the "Access" tab, in the "Workplaces" section, enable access to all workplaces rather than to one specific workplace.

We moved a computer from one point to another — how do I switch the POS to the right account/workplace?

Sign in to the POS again, entering the dashboard login of the right account and the login and password of the right workplace (you can see them in the dashboard on the "Workplaces" tab of the relevant point). If it is not clear which workplace should be on this computer, check with the administrator before continuing: connecting with the wrong credentials will record sales to the wrong account.