Staff, cashiers & shifts
Add the people who help you run the shop — who logs in, who just clocks in, their roles, PINs, and how a cashier's day works.
As your shop grows, you bring in help — someone to bill at the counter, someone to look after stock, maybe an accountant. Ezvento lets you add these people, decide exactly what each one can do, and keep the cash drawer honest at the end of the day. Here's how it all fits together.
First, two different "staff" — don't mix them up
Under the People menu you'll see two things that both sound like "staff." They are not the same, and this trips people up:
- Team — the people who log in to Ezvento. Cashiers, managers, accountants. You invite them by email, give each one a role, and choose which shops they're allowed to use.
- Staff — workers who do not log in at all. This is where you track their attendance (present, absent, half-day, leave) and their salary (a monthly salary, or a daily wage).
A simple way to remember it: if the person needs to open Ezvento and tap buttons, they go in Team. If you only need to record their attendance and pay, they go in Staff.
The rest of this page is mostly about Team — the people who log in — because that's where roles, PINs, and shifts live.
The roles — who can do what
Every team member has one role. A role is a fixed set of what that person can and can't do. Nothing is "inherited" or added up — each role is its own complete list. Pick the one that matches the job:
| Role | What they can do |
|---|---|
| Owner | Everything. Only an owner can make someone else an owner. |
| Regional Manager | Oversees several shops. |
| Store Manager | Full shop operations, and can approve a cashier's actions. |
| Cashier | Billing only — tied to a counter and a shift. Cannot approve things. |
| Inventory Staff (Helper) | Stock and lookups. No money screens. |
| Warehouse Manager | Receiving goods, transfers, and stock audits. |
| Accountant | Read access, plus financial exports. |
| Auditor | Read-only. Sees everything, changes nothing. |
Extra login security (2FA): everyone except the cashier uses it. The cashier is meant to log in fast at a busy counter, so they don't. More on turning 2FA on further down.
Invite a team member
- Go to People → Team.
- Choose invite, and enter the person's email.
- Pick their role, and tick which shops they're allowed to use.
- Send it.
The person gets one of two ways in:
- A one-time password — this is shown only once, so copy it and hand it to them straight away. If you lose it, you can't see it again.
- Or a magic sign-in link they click to get in.
If an invite never arrives or the person waited too long, you can resend it from the same Team screen.
The two PINs — and why people confuse them
Ezvento uses two small number codes. They look alike but do completely different jobs.
POS PIN — locks the counter
- A 4-digit code that each person sets themselves, in their own Profile.
- After about 15 minutes of the billing counter sitting idle, Ezvento locks it. The person types their POS PIN to unlock and carry on.
- The point: nobody can walk up to an unattended, open till and start billing as someone else.
Manager PIN — approves the big stuff
- A 4-to-6-digit code set once in Settings → Security (see Settings).
- A manager types this on the cashier's screen to approve something the cashier isn't
allowed to do alone, such as:
- a large discount,
- voiding a bill,
- a refund,
- going over the udhaar (credit) limit,
- closing a shift where the cash is short.
- An approval is only good for 5 minutes, and after too many wrong tries the PIN locks out for a while.
In short: the POS PIN is yours, to keep your own till safe. The Manager PIN is the manager's, to say "yes, I approve this."
How a cashier works a shift
A "shift" is one person's stint at one counter, from opening the drawer to closing it. Here's the daily rhythm:
- Sign in and pick a shop and counter. Each counter shows its state:
- Available — free to take,
- My Shift — the one you already have open,
- Occupied — someone else is on it.
- Open the shift. Count the cash already in the drawer and enter it — this is the opening cash.
- Bill all day at that counter. (See Billing & payments for the counter itself.)
- Close the shift. Count the cash in the drawer now — the closing cash — and enter it. Ezvento compares it to what it expected to be there after the day's sales.
Theft guard: if the counted cash doesn't match what Ezvento expected — a variance — and the cashier is closing their own shift, they must get a Manager PIN to close it. This way a short till can't be quietly hidden at close.
Keeping an eye on shifts
Open the Shifts menu. If you're an owner or manager, you can see:
- every open and closed shift,
- the cash figures for each,
- a warning when a shift has been left open too long — more than about 16 hours — so you can chase a counter that nobody remembered to close.
Turn on extra login security (2FA)
Everyone except cashiers uses 2FA. To switch it on:
- Go to Settings → Security.
- Scan the QR code with an authenticator app on your phone.
- Save the backup codes somewhere safe — they get you in if you lose your phone.
After you enable 2FA, Ezvento signs you in fresh — so you may need to log in again. That's expected.
If you wear more than one hat
Some people have more than one role — say, an owner who also bills at the counter. When they log in, Ezvento asks which role they want to use this time, and drops them into the right screen for it. They can switch by logging in again and choosing the other role.
Related pages
- Billing & payments — what a cashier actually does at the counter.
- Settings — the Security screen, where you set the Manager PIN and turn on 2FA.
- Multiple shops & states — when your team works across more than one shop.