Understanding Staff vs Users

In HirePOS, it's important to distinguish between Staff Records and Login Users, as they serve different purposes within the system.

Login Users are accounts created for accessing the HirePOS system. Each Login User has a unique email address and password, enabling secure access to the application. These accounts are essential for managing permissions and tracking user activities within the system.

Staff Records, on the other hand, are used throughout HirePOS in various dropdown fields, such as in sales/hire records, payment records, maintenance records and other activities. A Staff Record represents an individual who performs tasks within the system, but it is not necessarily linked to a Login User account.

While Staff Records and Login Users are distinct, they can be linked for convenience and accuracy. To link them, ensure that the email address in the Staff Record matches the email address of the corresponding Login User. This linking allows HirePOS to automatically select the appropriate Staff member when creating new records, streamlining the process.

In a "Front Counter" environment, you might have a single Login User account per front counter computer that remains logged in throughout the day. Multiple Staff members can use this counter, so you can set up a generic Staff Record (e.g., "Front Counter 1") with the same email address as the Login User. Staff members can then manually select their name from the dropdown list or use the Staff Pin feature to identify themselves for specific tasks.