Account & Login

Login to Your Account

🔐 Login to Your Account POSX uses account sign-in (OAuth) to register the device, then staff PIN for daily use. 📝 Steps 1. Open the POSX app on your device 2. Sign in with your merchant account (you may be redirected to the login page to enter email and password) 3. After account login, choose an outlet if prompted 4. On the staff screen, select your name and enter your 4-digit PIN to start working 💡 Tip: Password resets are handled by your administrator / identity provider — there is no in-app “forgot password” on the POS staff screen. The in-app Log In subtitle on the PIN screen refers to staff access after the device is already registered. 🎬 Video Guide ▶️ Watch Demo Video

Staff PIN Login

🔐 Staff PIN Login After the main account login, individual staff members use their 4-digit PIN to identify themselves. 📝 Steps 1. Select your name from the staff list 2. Enter your 4-digit PIN 3. You're now logged in as that staff member 💡 Tip: Each staff member should have a unique PIN for accountability and access control. 🎬 Video Guide ▶️ Watch Demo Video

Select an Outlet

🔐 Select an Outlet If your account has multiple outlets, choose which one to work with. 📝 Steps 1. After logging in, the outlet selection screen appears 2. Tap on the outlet you want to operate 3. The system loads that outlet's products, settings, and data 💡 Tip: You can switch outlets later from the settings menu. 🎬 Video Guide ▶️ Watch Demo Video

Managing Your Shift

⏱️ Managing Your Shift Clock in at the start of your workday and clock out at the end. This guide covers both operations. 🟢 Start a Shift (Clock In) 1. After logging in, tap Start Shift on the main screen 2. Enter the Opening Float (cash drawer starting amount) 3. Confirm to begin your shift 💡 Tip: The float is the cash you start with for giving change. Count it accurately. 🔴 End a Shift (Clock Out) 1. Tap the menu → End Shift 2. Enter the Closing Cash amount (count the drawer) 3. Review the shift summary (sales, transactions) 4. Confirm to close your shift 💡 Tip: The system compares expected vs. actual cash to detect discrepancies. 🎬 Video Guides - ▶️ Start Shift - ▶️ End Shift

Create a Staff Account

🔐 Create a Staff Account Follow these steps — it only takes a minute. 📝 Steps 1. Go to Management → Employee 2. Tap the + button 3. In Add Employee, enter name 4. Enter Password (4-digit PIN) 5. Select a role (e.g. Cashier, Manager, Admin) 6. Select a Language (English / 中文 / Tiếng Việt) — this is the language this employee sees when they log in or are switched to 7. Tap the green Done check 💡 Tip: Path is Management → Employee, not Settings → Employees. Save is the green Done icon, not a labeled Save button. 🎬 Video Guide Watch Demo Video

Add a Cashier Employee

🔐 Add a Cashier Employee Follow these steps — it only takes a minute. 📝 Steps 1. Go to Management → Employee 2. Tap + 3. Enter name 4. Enter Password (4-digit PIN) 5. Set role to Cashier 6. Tap the green Done check 💡 Tip: Same employee form as creating any staff account; Cashier is a system role you can select. 🎬 Video Guide ▶️ Watch Demo Video

Log Out & Unregister Device

🔐 Log Out & Unregister Device There are two different actions in POSX: A. Staff logout (switch staff only) 1. Tap the staff / account icon (switch account) 2. Tap Logout 3. You return to the staff PIN login screen (device stays registered) B. Unregister this device 1. On the staff PIN login screen, tap Unregister This Device 2. Confirm — merchant data is cleared from this device 3. Sign in again to re-register the device 💡 Tip: In wide layout, the side menu item labeled Log Out also unregisters the device (same as Unregister This Device). It is not the same as staff logout. 💡 Tip: Unregistering removes the device from the merchant. Re-registration is required on next login. 🎬 Video Guide ▶️ Watch Demo Video

Switch Staff Account

🔐 Switch Staff Account Switch to a different staff member mid-shift — no full logout required. 📝 Steps 1. Tap the Avatar icon in the side menu (Manage Account) 2. Under Switch To, tap the name of the staff member you want to switch to 3. Enter their 4-digit PIN 4. You are now working as that staff member — their Language setting (from their employee profile) is applied automatically 💡 Tip: The same dialog has a Logout button if you need to sign out completely instead of switching to another staff member. 🎬 Video Guide ▶️ Watch Demo Video

Manage Employee Roles and Permissions

🛡️ Manage Employee Roles and Permissions Create custom roles and control which screens and POS actions each staff role can use. 📝 Steps 1. In the left sidebar, tap MANAGEMENT, then open the System Setup tab. Under Basic Setup, tap Role Management. You need Setup Page access — a Cashier cannot open this screen. 2. Review the list: Role Name, Type (System or Custom), Permissions (how many are granted), and Action. Built-in roles Cashier, Manager, and Admin are marked System. 3. Tap Add New Role. Enter a unique Role Name. A duplicate name is rejected with A role with this name already exists. 4. Grant access in the four groups (each is a multi-select; placeholder Select permissions): - Route Permissions — POS, CRM, Management, Settings, Reporting, Analytics, Booking. - Function Permissions — Switch Table, Last Bill, Print Last Kitchen Slip, Print Last Order Docket, Print Full Order Docket, Note, Delete Bill, Percent Discount, Flat Discount, QR Code, Pay In, Pay Out, Open Drawer, Void, Void and Duplicate, Receipt, Reprint, Add Customer, Change Payment, Check, Pay at Counter, Merge Table, Add Salesperson, Stock Adjust, Stock History, CRM Add Customer, CRM Edit Customer, CRM Delete Customer. - Item Editor Permissions — Table Editor, Flat Discount, Percent Discount, Delete, Note, Duplicate, Takeaway, Transfer, Sales Person, Change Price. - Page Permissions (MANAGEMENT tabs) — Report Page, Inventory Page, Invoices Page, Product Page, Employee Page, Setup Page. 5. Tap the green check to save. You should see Role saved successfully. 6. To change a role, tap the blue pencil (Edit Role). System role names cannot be renamed. The Admin role cannot be saved — its green check is disabled. 7. To remove a Custom role, tap the red trash and confirm. Cashier, Manager, and Admin cannot be deleted. If anyone still has that role, delete is blocked: Cannot delete: This role is assigned to {count} employee(s): {names} — reassign those staff on MANAGEMENT → Employee first. Built-in defaults (do not try to permanently rewrite them): - Cashier (default role): no Void, Void and Duplicate, Change Payment, Flat Discount, Percent Discount, Open Drawer, or CRM Delete Customer; no Employee Page or Setup Page; no Settings, Reporting, or Analytics routes. - Manager: no CRM Delete Customer, no Employee Page, no Settings. - Admin: all permissions; name and permissions stay locked. 💡 Tip: System role permissions reset to the defaults above when staff sign in. To give a cashier extra access (for example Void or Setup Page), create a Custom role instead of editing Cashier. If someone hits a locked action, they see Permission denied. Please switch to another account with the permission. and Switch Account opens. 🎬 Video Guide Watch Demo Video

Edit or Delete a Staff Account

✏️ Edit or Delete a Staff Account Update a staff name, email, PIN, role, language, or login access — or remove an account that should no longer appear. 📝 Steps 1. In the left sidebar, tap MANAGEMENT, then open the Employee tab. 2. Find the person in the list (No., Name, Email, Role). Type in Employee Name ..etc to search by name. 3. Tap the blue pencil to open Edit Employee. 4. Change Name, Email, Role, Language (English, 简体中文, or Tiếng Việt), and Can Login (Allow this employee to log in to the system). 5. To reset the PIN, tap the pencil next to Password. In Edit Password, enter a 4-digit Password, enter the same digits in Re-Password, then tap the green check. The PIN must be exactly 4 digits. 6. Tap the green check on Edit Employee to save. 7. To remove the account, tap the red trash on the row — or open Edit Employee and tap Delete. Confirm Do you want to delete this Employee ? with Confirm (or Cancel to keep them). 💡 Tip: Turn Can Login off to hide the person from the staff PIN list and Switch Account without deleting them. They can still be chosen as a sales person on an order. PIN is always 4 digits; Re-Password must match. 🎬 Video Guide Watch Demo Video

Change the App Display Language

🌐 Change the App Display Language Switch the on-screen text of XPOS to English, 简体中文, Tiếng Việt or Bahasa Indonesia on this device, any time. 📝 Steps 1. On the Staff Login screen, tap the small language icon beside the title, then pick English, 中文语, Tiếng Việt, or Bahasa Indonesia. 2. If you use XPOS in a desktop or mobile browser, you can also tap Language at the bottom of the sidebar, then pick a language in Select Language: English, 简体中文, Tiếng Việt, or Bahasa Indonesia. 3. The screen changes immediately — there is no save button, and the choice stays on this device until it is changed again. 💡 Tip: Every employee has their own Language field (MANAGEMENT → Employee); logging in with that staff PIN switches the app to that language automatically. This only changes on-screen text — receipts, kitchen slips and labels each print in their own Print Language, and the CDS/ODS customer screens have their own Language setting, all under SETTINGS → General Settings.

Manage Your Own Account Profile

👤 Manage Your Own Account Profile Update your login profile, photo and contact details, or permanently delete your account — separate from any staff PIN. 📝 Update your profile 1. Sign in with your account login. On Select Your Business, tap Manage Account at the bottom, then confirm Are you sure you want to go to the account page?. 2. On the Manage Account page, open the Profile tab (the default tab on desktop). 3. Update Portrait, Username, Name, Email, Phone Number, Address, and Country. 4. Tap Save Changes. XPOS confirms Updated Successfully. 📝 Delete your account 1. Open the Personal Data tab. 2. Read the warning: once deleted, all data is removed and there is no going back. 3. Tick I confirm to delete my account and all related data. 4. Tap Delete Account, then confirm Are you sure you want to delete your account?. You are signed out at once. 💡 Tip: This deletes your own login account, not a staff PIN record — to remove an employee instead, use MANAGEMENT → Employee. The Personal Data tab is only shown in the desktop layout.

Switch Business, Switch Outlet and Create a New Outlet

🏬 Switch Business, Switch Outlet and Create a New Outlet Switch between businesses or outlets on your account, or set up a brand-new outlet, without losing your session. 📝 Switch business or outlet 1. If you use XPOS in a desktop or mobile browser, tap your business name at the top of the sidebar to open Select Merchant. 2. Tap the outlet you want to switch to. XPOS clears local data and reloads the app on that outlet's own address, registering this device again when it lands. 3. Right after you sign in, you land on Select Your Business instead; under Existing Outlet Select, tap an outlet and confirm Confirm the selection of the current outlet?. 📝 Create a new outlet 1. On Select Your Business, tap Create new Outlet to open the Create New Business dialog. 2. Fill in Business Name (2-100 characters), Address (at least 10 characters), Postal Code, Telephone, and the Domain Name for your online ordering page (lowercase letters, numbers and hyphens only). 3. Tap the green check. A taken domain shows This subdomain is already in use. Please choose a different domain name. 4. The new outlet appears in your outlet list; tap it to start setup. 💡 Tip: Select Merchant and Select Your Business list the same outlets on your account, so either screen works. You can also reach your personal account settings from Select Your Business; see Manage Your Own Account Profile.