Set up OrderPilot on your showroom iPads

Before you start

OrderPilot roles control access, alongside POS restrictions. Vendor costs remain hidden on POS regardless of the person's app permissions.

Add the tiles to the smart grid

1. 1

   Step 1: Open the smart grid editor

   Open Shopify's Point of Sale area and find the smart grid layout for your showroom. The layout is where you add the OrderPilot tiles.

2. 2

   Step 2: Add the OrderPilot tiles

   Choose the OrderPilot app in the tile picker. Add the 4 entries listed below, then save the layout.

   Tile-picker entry	Title on the iPad
   Create new quotes	Create Quote
   Create new orders	Create Order
   Manage and view orders from the POS interface	Orders & Quotes
   Print order receipts	Print Receipt

3. 3

   Step 3: Assign and check the layout

   Assign the saved layout to the showroom location. Open Shopify POS at that location and tap Orders & Quotes to check access.

   The other tile subtitles read Create customer quotes, Create new custom order and Print order receipts. Orders & Quotes reads Manage your orders & quotes.

Let staff use OrderPilot on POS

1. 1

   Step 1: Enable POS for the role

   Open Settings›Staff & roles›Roles and choose the role. Under Where they can use OrderPilot, tick On Shopify POS.

   Set the permissions for that role and save. Create Quote and Create Order need Create and edit quotes and orders. Orders & Quotes and Print Receipt need View quotes and orders.

   The role now permits POS use, subject to the access rule for the register. Read roles and permissions before granting wider access.

   

2. 2

   Step 2: Choose whose role applies

   Open Settings›Staff & roles›Access rules. In Point of sale, choose Whose role applies.

   The account signed in to the register is the default. Everyone on that register uses the device account's access.

   The staff member signed in with their PIN uses that person's role, limited by the device account. Save the rule; it applies when OrderPilot next opens.

3. 3

   Step 3: Choose access for unidentified staff

   Set When POS can’t tell who is signed in to View only — no changes or No access, then save.

   View only is the default. The choice controls what happens when OrderPilot cannot identify the staff member; it does not create a staff record.

   For a shared register, continue with shared iPads and PINs.

4. 4

   Step 4: Add a newly seen staff member

   Have the person open OrderPilot on the iPad. Return to Recent POS sign-ins and find their Not in OrderPilot row.

   Click Add to OrderPilot. Enter First name and, if needed, Last name, then click Add to OrderPilot.

   The person can now be given a role and locations through staff access. Confirm the identity before assigning access.

Check the settings that change POS

Review these settings in the app before training staff. Quotes & orders settings explains the wider defaults.

Choose the made-to-order destination on each Order New item. There is no shared On order location setting. Separate deposit orders are managed in the app.

Screen reference

What happens next

Staff can create quotes from the smart grid. Each tile checks access again when tapped, so reopening OrderPilot picks up the access rules.

The Activity tab records added POS staff. Greyed-out POS actions show an information control explaining the restriction.

If something goes wrong