Users, employees and POS Roles - access, PINs and permissions

Applies to the Invu Admin Panel and Invu POS 6.10.1. Labels are shown as they appear when the panel and the POS are in English.

The three kinds of access

The POS has no users of its own: the Username and Password on the POS login screen are those of a panel user.

1. Panel users

Create: Settings > Users and Roles > Users > Create User.

• Username: unique across the whole Invu platform. If it already exists in any business, the panel does not accept it.
• Password: 6 to 30 characters, typed twice. Always fill it in: if you leave it empty, the system creates a random password and does not show it.
• Expiration Date: required. After that date the user cannot log into the panel.
• Allowed to Login on Invu Admin?: with No, the user cannot log into the panel but can still log into the POS. Use it for users who only open the POS.
• Status: Inactive blocks access to the panel and the POS. To remove someone's access, set them to Inactive.
• Two Factor Authentication: see section 2.

I forgot my password

1. On the panel login page, tap Forgot Password?
2. Enter your email. You receive a 6-digit code (valid for 10 minutes).
3. Enter the code, choose the branch and open the link you receive by email (valid for 15 minutes).
4. Enter the new password.

The new password also works for logging into the POS. The POS has no password recovery of its own. An administrator can also change it by editing the user.

2. Two-factor authentication (2FA)

• For one user: in their record, Two Factor Authentication = Yes.
• For everyone: Settings > System > Two Factor Authentication > Enable All (only users with the Administrador or Franquiciado panel role).
• When logging into the panel, the user receives a 6-digit code by email. It expires after 5 minutes and allows 3 attempts. They can ask for another with Resend code.
• The user needs a valid email on their record; otherwise they cannot log in and must ask an administrator to fix it.
• 2FA Required means an administrator enforced it and the user cannot turn it off.
• 2FA only applies to the panel; the POS does not ask for it.

3. Employees with a PIN

1. First create a position under Employees > Employee Positions. It is required when creating an employee.
2. Go to Employees > Employees > Create Employee and fill in Name, Last Name, Role (the POS Role), Pin and Position.
3. On the POS, press and hold the Invu logo and choose Update Data. A new employee, or a role change, does not show on the POS until you do this on each device.

PIN rules:

• Digits only, up to 10. The POS only lets you type numbers: a PIN with letters will never work.
• It must be unique in the branch. The panel checks it when the employee is created; when editing or importing, make sure it is not repeated yourself, because with a repeated PIN the POS logs in the first employee it finds.
• The employee must be active and have a role to appear on the POS.

On the POS:

• Switch employees: tap the Invu logo > Exit Employee and the next person enters their PIN.
• Clock in or out: tap the clock icon in the top bar and enter the PIN.
• If you set PIN renewal days in the panel, the POS asks for a new PIN when it expires (PIN Renewal).

4. POS Roles: grant or remove permissions

1. Go to Settings > Users and Roles > POS Roles.
2. Tap Create Role, enter the name and, if you want, the Pre-account quantity amount allowed to print (-1 = unlimited; 0 = pre-checks cannot be printed).
3. Assign permissions by moving them from Unassigned to Assigned (drag them or use the search box) and tap Assign Permissions.
4. Assign the role to employees under Employees > Employees.
5. On the POS, run Update Data.

• View assigned roles shows a table with every permission and which role has it, with search, Export to Excel and print.
• Import / Export POS Roles lets you create or change roles in bulk with Excel: mark ✔ on each permission of the role; an empty cell means no permission.
• The Administrator role cannot be edited. If you need a different set of permissions, create a new role.

How the POS asks for a PIN

If the logged-in employee has the permission, the action happens without asking. If not, the POS asks for the PIN of another employee who has it (for example, a supervisor). If the PIN does not exist or that employee does not have the permission either, the PIN screen shakes and clears, with no message.

Most requested permissions

Names are as shown in Assign Permissions with the panel in English. If you cannot find one, search for it in View assigned roles.

• To open and close the register use Register Initial Cash and Withdrawals. The "Can Open Register" permission has no effect on the current POS.
• Without the permission to edit other employees' orders, each employee only sees their own orders.

Common problems

• POS: "User not exist". Use the panel Username (not the email).
• POS: "Password is wrong". Recover the password from the panel (section 1) or ask an administrator to change it.
• POS: "This account has been banned…". The user is Inactive, or the account has a payment or suspension issue: write to us or contact accounting.
• Panel: "These credentials are inactive for backend login…". The user has Allowed to Login on Invu Admin? set to No.
• Panel: "Overdue account, please contact the administrator." The user's Expiration Date has passed or the account has a pending payment.
• Panel: "Too Many Requests" error. There were more than 5 attempts in a minute. Wait a minute.
• Password recovery says "Código expirado." right after you asked for it. Check that the code is typed correctly; if it keeps failing, ask for a new one.
• "El pin ya está en uso" (PIN already in use). Another employee in the branch (even an inactive one) already has that PIN.
• "El puesto es obligatorio" (position required). Create a position under Employees > Employee Positions and choose it.
• The new employee does not show on the POS. Run Update Data and check that they are active and have a role.
• The PIN screen shakes. Wrong PIN or no permission for that action. Check the role and run Update Data.
• I cannot edit the Administrator role's permissions. It is protected; create a new role.
• Nobody can log out of the POS. Since version 6.10.1, Log Out requires an employee with the log-out permission. Assign it to a role (search for it by its ID, 89, in View assigned roles) and run Update Data.