Set up PIN access on shared iPads

4 min readUpdated 31 Oct 2026Advanced

Where are you working?

Choose how OrderPilot identifies staff on a shared iPad, then check the sales credit on a new quote. The register account and the staff member's PIN can affect access in different ways.

Before you start

Are the tiles ready?

Finish POS setup before changing register access.

Is each person recognized?

Each salesperson needs a Shopify POS PIN and a staff record in OrderPilot.

Can the device account do the work?

PIN access cannot exceed the account signed in to the register.

Let each PIN use its role

Step 1: Open the Point of sale card
Go to SettingsStaff & rolesAccess rules. Find Point of sale, where the register identity choices appear.
Step 2: Choose whose role applies
Under Whose role applies, choose The staff member signed in with their PIN to apply each person's role.
Choose The account signed in to the register to give everyone the device account's access. The change waits for Save in the save bar. Below, When POS can't tell who is signed in picks what happens for unidentified staff (such as View only — no changes).
PIN mode narrows the device account's access to the staff member's permissions. It also excludes Administration permissions.
The device account still limits each PIN user's access.
Step 3: Set the unidentified-person rule
Choose View only — no changes or No access under When POS can’t tell who is signed in, then save.
The rule applies the next time OrderPilot opens. An unknown PIN with view-only access makes the register view only.

Give the role its permissions

Step 1: Open the staff role
Go to SettingsStaff & rolesRoles and open the role. Tick On Shopify POS under Where they can use OrderPilot.
The role is now set to allow POS as a place to work. Its individual permissions still determine which actions are available.
Step 2: Choose the work staff can do
Use role management to grant the permissions needed for the job. Save the role after reviewing the choices below.

Permission reference

Permission	Work it allows on POS
View quotes and orders	Lists, Activity, Payment History and Stock by Location
Create and edit quotes and orders	Creating, editing and changing pickup or delivery choices
Convert quotes to orders	Taking payment on a quote and signing that places an order
Change order status	Mark collected and Mark delivered
Change sales credit	Editing Sold by and Custom split
Delete quotes and draft orders	Delete quote
Override prices and give discounts	Price overrides and adding or increasing discounts
Set payment terms and deposits	Payment terms and deposit choices
Approve, reject or request changes	Payment that takes a draft out of review
Force Edit locked orders	Payment changes while a status is locked
Email customers	Email to Customer

Removing or reducing an item discount does not need price-override permission. Increasing it, changing its type or changing its reason does.

Bypass signature and deposit requirements covers exceptional approval actions. It does not add Force Convert to POS or make Record Signed Copy appear there.

Check a new quote's sales credit

Step 1: Identify the salesperson
Unlock Shopify POS with Sam Ortiz's PIN. Open Create Quote and check Sold by.
In PIN mode, the new quote credits the identified person. In device-account mode, this also happens when the person is known and the device account can change sales credit.
Otherwise, credit falls to the account signed in to the iPad.
Step 2: Read the Sold by field
Check that Sold by shows the intended salesperson before building Olivia Bennett's quote.
If the field is read only, its message explains that the owner or staff allowed to change sales credit can edit it. See sales credit for splits.

What happens next

Staff see actions permitted by their effective role. A greyed control's information alert explains restrictions such as Payment unavailable or Discount changes restricted.

An order outside their scope opens view only. Its banner explains who can help. Assignment and salesperson availability affect different parts of this access.

Example: a shared showroom iPad

Example · Harlow & Finch Interiors

Sam sells under his own role

Nora Ellis sets the device account to allow the work the showroom needs.

Select PIN-based roles.
Give Sam Ortiz POS access without price overrides.
Have Sam unlock the register and open Olivia Bennett's quote.
Check that Sam receives sales credit.
Read the restriction beside Discount when Sam cannot change it.

If something goes wrong

The register is view only

Add the identified staff member through Recent POS sign-ins and give them the appropriate role.

Sold by cannot be changed

Ask someone with Change sales credit to make the correction.

Take Payment is unavailable

Check Convert quotes to orders. A draft in review also needs approval access; a locked status needs Force Edit.

A person is missing from Sold by

Check their staff record and Appear in the salesperson picker permission.

Access remains unchanged after switching PINs

Reopen OrderPilot.

Set up PIN access on shared iPads

Before you start

Are the tiles ready?

Is each person recognized?

Can the device account do the work?

Let each PIN use its role

Step 1: Open the Point of sale card

Step 2: Choose whose role applies

Step 3: Set the unidentified-person rule

Give the role its permissions

Step 1: Open the staff role

Step 2: Choose the work staff can do

Permission reference

Check a new quote's sales credit

Step 1: Identify the salesperson

Step 2: Read the Sold by field

What happens next

Example: a shared showroom iPad

Sam sells under his own role

If something goes wrong

Screen reference

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