---
title: "Staff: add sellers, their roles and PINs | Vivlab POS"
description: "Add your team members, choose their role (Seller, Supervisor or Manager), limit them to certain registers, reset a forgotten PIN and deactivate a member who leaves."
url: https://docs.vivlab.com/en/pos/staff
---

# Staff

Each person who takes payments has a record in the team. They unlock the register by choosing their name and entering their personal 4-digit PIN, and their name is recorded as the **operator** on everything they do: receipts, returns, closures and [activity history](https://docs.vivlab.com/en/pos/activity.md) lines. You know who rang up what. Staff members have no Vivlab account and no email address: no invitation is sent.

<DocsAccess />

## What do you want to do?

- [Add a staff member](#ajouter-un-membre)
- [Choose a member's role](#choisir-le-role)
- [Limit a member to certain registers](#limiter-aux-caisses)
- [Reset a forgotten or blocked PIN](#reinitialiser-le-code)
- [Edit a member](#modifier-un-membre)
- [Deactivate a member who leaves](#desactiver-un-membre)
- [Understand the Free plan limit](#limite-offre-gratuit)

## Add a staff member {#ajouter-un-membre}

<DocsSteps>

1. In the **Registers & team** menu, open **Staff**.
2. Tap **Add a staff member**.
3. Enter the **Staff name**, for example "Camille". This name appears as the operator on receipts, reports and activity.
4. Choose their **Role** (see [Choose a member's role](#choisir-le-role)). **Seller** is selected by default.
5. Tick the **Registers** they may use if needed (see [Limit a member to certain registers](#limiter-aux-caisses)).
6. Save.

</DocsSteps>

The member has no PIN yet. At their first unlock, they choose their name on the lock screen, then choose their own 4-digit PIN (see [Getting started](https://docs.vivlab.com/en/pos/getting-started.md)). On their record, the **PIN** line shows **Not set yet** until then, then **Set**.

The first member, created during Vivlab POS setup, is always a **Manager**.

## Choose a member's role {#choisir-le-role}

The role decides what the member sees in the menu and what they can do. Entries they cannot access don't appear.

<DocsScreenshot name="pos-staff-roles" alt="The three roles: Seller, Supervisor and Manager." :width="754" :height="407" />

| What the member can do                                                                                   | Seller | Supervisor | Manager |
| -------------------------------------------------------------------------------------------------------- | :----: | :--------: | :-----: |
| Sell and take payments, hold baskets, save quotes                                                        |  Yes   |    Yes     |   Yes   |
| Link a customer to a sale                                                                                |  Yes   |    Yes     |   Yes   |
| Browse the **Receipts** history, reprint and email a receipt, record a return, a refund or a credit note |   No   |    Yes     |   Yes   |
| Manage **Members** (customers), the catalog (**Store**), coupons and shipping                            |   No   |     No     |   Yes   |
| Open **Management**: analytics, reports and closures, activity history, tax audit                        |   No   |     No     |   Yes   |
| Manage **Registers** and **Staff**                                                                       |   No   |     No     |   Yes   |
| Change the **Settings** (company, receipts and lock screen, emails) and the subscription                 |   No   |     No     |   Yes   |

With the **Free** plan, holding baskets, quotes and linking a customer to a sale are not available, whatever the role: they require the **Pro** plan (see [Billing and usage](https://docs.vivlab.com/en/pos/billing.md)).

For each role, the record sums up what it allows:

- **Seller**: sells, holds baskets and takes payments. Receipts, returns and management stay locked.
- **Supervisor**: sells and takes payments, views receipts and records returns. Management and settings stay locked.
- **Manager**: full access, from sales to settings.

<DocsSteps>

1. In **Registers & team** > **Staff**, tap the member.
2. In **Role and permissions**, choose **Seller**, **Supervisor** or **Manager**.
3. Save.

</DocsSteps>

::: warning Always at least one manager
The team must keep at least one active **Manager**: you cannot remove the Manager role from, or deactivate, the last active manager. Likewise, the person who unlocked the register cannot change their own role (**The current operator cannot change their own role.**): ask another manager.
:::

## Limit a member to certain registers {#limiter-aux-caisses}

By default, a member can use every register. For a seller who only works at the main counter, tick only that register.

<DocsSteps>

1. Open the member's record in **Registers & team** > **Staff**.
2. In **Registers**, tick the registers they may use. With no register ticked, they can use every register.
3. Save.

</DocsSteps>

The member then only appears on the lock screen of the ticked registers. For a **Supervisor**, the limit also applies to receipts: they only see those of their registers. A **Manager** always sees the receipts of every register.

The team list shows each member's registers, or **All registers**.

::: info Your own record
If you edit your own record, the register you are using must stay ticked (**The current operator must stay assigned to this register.**).
:::

## Reset a forgotten or blocked PIN {#reinitialiser-le-code}

After five wrong PINs, unlocking is blocked for that member for five minutes. If the member forgot their PIN, a manager resets it: the PIN is cleared and the block lifted.

<DocsSteps>

1. In **Registers & team** > **Staff**, open the member's record.
2. On the **PIN** line, tap **Reset PIN**.
3. Ask the member to unlock the register: they choose a new PIN.

</DocsSteps>

The button only appears if the member already has a PIN. The reset is logged in the activity history (**Staff PIN reset** event).

## Edit a member {#modifier-un-membre}

In **Registers & team** > **Staff**, search for the member by name or filter by **Status** (**All**, **Active** or **Inactive**), then tap them. You can change their name, role and registers, then save. The list also shows the date they were **Added**, and the **Current operator** badge marks the person who unlocked the register.

A name change does not alter receipts already issued: they keep the name recorded at the time of the sale.

## Deactivate a member who leaves {#desactiver-un-membre}

A staff member cannot be deleted, because their name stays attached to the receipts they issued. Deactivate them instead: they disappear from the lock screen and can no longer unlock the register.

<DocsSteps>

1. Open the member's record.
2. Turn off **Active**.
3. Save.

</DocsSteps>

To bring them back, turn **Active** on again the same way. You cannot deactivate your own record while you are the operator (**The current operator cannot be deactivated.**).

## Understand the Free plan limit {#limite-offre-gratuit}

The **Free** plan allows a single active team member: the manager created during Vivlab POS setup. When the limit is reached, a box appears above the list and **Add a staff member** opens the plans overview. Reactivating a member shows the same box in their record. Tap **See plans** to upgrade to the **Pro** plan, which has no staff limit (see [Billing and usage](https://docs.vivlab.com/en/pos/billing.md)).

If your team has several active members, for example after a Pro subscription ends, only the oldest active manager can still unlock the register.

::: info Who manages the team
The **Staff** screen is reserved for the **Manager** role.
:::