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“To know I can check and see how the store is doing even without being there is very helpful.”
Reveille Joe Coffee, Coffee Shop


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Employees

Setting Up Your Employees

The Employees screen displays all of the employees that have been added to your account.  You are also able to search for employees based on criteria you specify, such as email address or phone number.

This page is also where you add new employees, update information for an existing employee, and remove an employee.

User-added image

Adding Employees

To add an employee:

  1. Select EMPLOYEES > EMPLOYEES.

  2. Click Add an Employee.  The system will display the Employee Detail screen.

User-added image

  1. Enter the Employee Name, Short Name (will be shown on reports and receipts).  You can use initials, first name, last name, etc.), Email Address (required if the employee will have Back Office access), and Phone for the employee.

NOTE:  You can optionally enter alphanumeric characters in the Employee ID field.  We show this field on the Time Clock report, so you could enter a payroll ID to aid in payroll/accounting.
 

  1. Select the User Role field and select the user role for the employee.  Click this link to learn more about user roles. User Roles Overview

  2. Multi-Store Customers Only:  Click the Assign Stores button and select the stores where the employee will be working.

  3. The screen will update the Login Credentials based on the user role you select.  Complete the following information as designated by the user role:
  • Enter a Back Office User name for the employee, such as their email address.

  • Enter a unique 4-digit PIN for each employee who will need access to the POS app and/or just to clock in and out without access to other POS app functions.  Remember to give the PIN to the employee.

  • Enter a Back Office Password and then enter it again in the Confirm Password box.

  1. Click Save Changes to save the new employee record.  Repeat these steps for each employee.

Resetting an Employee's Back Office Password

Back Office access is generally reserved for store owners, account managers, and other employees who should be allowed to view important sales data, maintain employee accounts, and edit inventory and customer information.  However, please note that you can control exactly what a user can access in the Back Office based on their user role.

The Back Office User Name automatically defaults to the employee’s Email Address, but you can set it to something else.  Once you save the employee record, the User Name cannot be changed.  An email will be sent to each employee with Back Office access, which will include their user name and temporary password.  This email also includes a link to the Back Office login page.

  1. Select EMPLOYEES > EMPLOYEES.

  2. Select the employee from the list or search for the employee.
     
  3. Click the Reset Password button.  The system will reset the employee's Back Office password, display the new password on a popup screen, and email the new password to the employee.  When the employee logs in to the Back Office using the new password, the system will prompt them to set up a new password for their account.

Changing Employee PINs

When an employee loses or forgets their PIN, you can reset it for them.  To do this:

  1. Select EMPLOYEES > EMPLOYEES.

  2. Select the employee from the list or search for the employee.

  3. Click the Change PIN button to display the Change POS PIN screen.

User-added image

  1. Enter a new PIN for the employee, and then enter it again in the Confirm PIN field.

  2. Click Save Changes.

  3. Remember to give the PIN to the employee.

Removing Employees

To remove an employee:

  1. Select EMPLOYEES > EMPLOYEES.

  2. Scroll through the list of your employees and click on the row of the employee that you want to remove or search for the employee.

  3. Click the Remove Employee button near the top-right corner of the screen.

  4. The system will display a popup to confirm removing the employee.  Do one of the following.

  • Click Yes to remove the employee.  If the selected employee has any sales activity, the system will let you know, so that you can determine if you still want to remove the employee.

  • Click No to keep the employee.

User-added image

Removing an employee is a "soft delete".  This means that although the employee is removed from your view, all the data and activity associated with that employee is still shown in reports, transactions, etc..

employees, back office

Customer Support Article

Employees

  • March 17, 2015
  • ·
  • Like
  • 3

Summary

This article provides you with helpful information about employees such as adding employees, resetting their passwords etc.

Description

Employees

Setting Up Your Employees

The Employees screen displays all of the employees that have been added to your account.  You are also able to search for employees based on criteria you specify, such as email address or phone number.

This page is also where you add new employees, update information for an existing employee, and remove an employee.

User-added image

Adding Employees

To add an employee:

  1. Select EMPLOYEES > EMPLOYEES.

  2. Click Add an Employee.  The system will display the Employee Detail screen.

User-added image

  1. Enter the Employee Name, Short Name (will be shown on reports and receipts).  You can use initials, first name, last name, etc.), Email Address (required if the employee will have Back Office access), and Phone for the employee.

NOTE:  You can optionally enter alphanumeric characters in the Employee ID field.  We show this field on the Time Clock report, so you could enter a payroll ID to aid in payroll/accounting.
 

  1. Select the User Role field and select the user role for the employee.  Click this link to learn more about user roles. User Roles Overview

  2. Multi-Store Customers Only:  Click the Assign Stores button and select the stores where the employee will be working.

  3. The screen will update the Login Credentials based on the user role you select.  Complete the following information as designated by the user role:
  • Enter a Back Office User name for the employee, such as their email address.

  • Enter a unique 4-digit PIN for each employee who will need access to the POS app and/or just to clock in and out without access to other POS app functions.  Remember to give the PIN to the employee.

  • Enter a Back Office Password and then enter it again in the Confirm Password box.

  1. Click Save Changes to save the new employee record.  Repeat these steps for each employee.

Resetting an Employee's Back Office Password

Back Office access is generally reserved for store owners, account managers, and other employees who should be allowed to view important sales data, maintain employee accounts, and edit inventory and customer information.  However, please note that you can control exactly what a user can access in the Back Office based on their user role.

The Back Office User Name automatically defaults to the employee’s Email Address, but you can set it to something else.  Once you save the employee record, the User Name cannot be changed.  An email will be sent to each employee with Back Office access, which will include their user name and temporary password.  This email also includes a link to the Back Office login page.

  1. Select EMPLOYEES > EMPLOYEES.

  2. Select the employee from the list or search for the employee.
     
  3. Click the Reset Password button.  The system will reset the employee's Back Office password, display the new password on a popup screen, and email the new password to the employee.  When the employee logs in to the Back Office using the new password, the system will prompt them to set up a new password for their account.

Changing Employee PINs

When an employee loses or forgets their PIN, you can reset it for them.  To do this:

  1. Select EMPLOYEES > EMPLOYEES.

  2. Select the employee from the list or search for the employee.

  3. Click the Change PIN button to display the Change POS PIN screen.

User-added image

  1. Enter a new PIN for the employee, and then enter it again in the Confirm PIN field.

  2. Click Save Changes.

  3. Remember to give the PIN to the employee.

Removing Employees

To remove an employee:

  1. Select EMPLOYEES > EMPLOYEES.

  2. Scroll through the list of your employees and click on the row of the employee that you want to remove or search for the employee.

  3. Click the Remove Employee button near the top-right corner of the screen.

  4. The system will display a popup to confirm removing the employee.  Do one of the following.

  • Click Yes to remove the employee.  If the selected employee has any sales activity, the system will let you know, so that you can determine if you still want to remove the employee.

  • Click No to keep the employee.

User-added image

Removing an employee is a "soft delete".  This means that although the employee is removed from your view, all the data and activity associated with that employee is still shown in reports, transactions, etc..

employees, back office

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