How to Use Access PIN for Employee Authentication in RepairDesk?

Access Pin

Access PIN secures critical actions like refunds, discounts, and invoice edits by requiring employee authentication.

This prevents revenue loss, ensures accountability, and tracks every transaction under the right employee—giving you complete oversight without disrupting workflow.

Watch this step-by-step video to get started:


FAQs:

What is an access pin and how can an employee set it?

An Access PIN is a 4-digit code used to clock in or out in RepairDesk.

You can update the Access PIN by following these steps:

1

Go to Settings > Employees > Manage Employees.

2

Choose an employee, click on the Action button against the employee, and click on Edit.

3

Enter the new Access PIN in the Roles & Access section and hit Save. (Learn more)

Update Access PIN

How can I switch profiles?
1

From the 9 dots menu, tap Switch User.

Switch User
2

Choose the Employee Name from the drop-down menu and enter the Access PIN.

Enter Access PIN

Where can I configure security checks for Access PIN usage?
1

Go to 9 dots > Store Settings > Employees > Manage Security Checks.

2

There are two sections for security configurations:
General Security Checks: Apply to all employees.
Role-Based Security Checks: Require admin PIN confirmation for specific actions based on employee roles.

3

Check the boxes for the actions where a PIN should be required.

4

Tap Save to finalize your security settings.

Manage Security Checks

What actions can be restricted using Access PINs?

You can configure PIN authentication for the following actions:

General Security Checks:

Before Access Settings
Before Manual In/Out transaction
Before Start/End Shift
Before Inventory Transfer
Before Add/Edit Ticket Comments
Before Add/Edit Inquiry
Before Add/Edit Estimate

        Role-Based Security Checks:

Import / Export Item, Services & Customers
Apply Discount
Give Refund
End Register Shift
Delete Item / Service
Delete Customer / Customer Group
Delete Ticket
Delete Invoice
Delete Purchase Order / RMA

How do Role-Based Security Checks work?

For example, if a Front Desk Salesperson attempts to apply a discount, a pop-up will prompt an admin to enter their PIN before the discount is applied.

Admin PIN Prompt for Discount

How does PIN authentication work during checkout?

To enable PIN authentication during checkout:

1

Navigate to 9 dots > Store Settings > Module Configurations > Point of Sale.

2

Select the option to require a PIN before each sale transaction.

Enable PIN authentication in POS settings
3

Click Save to apply changes.

When an employee adds an item to the cart and clicks Checkout, a PIN entry prompt will appear before finalizing the sale.

PIN prompt during checkout
  • If another employee completes the transaction, they can select their name and enter their PIN.
  • The system logs the transaction under the employee’s name who entered the PIN.

Can I require an Access PIN for creating repair tickets?

Yes. To enable this:

1

Navigate to 9 dots > Store Settings > Module Configurations > Point of Sale.

2

Select the option to require a PIN for creating repair tickets.

Enable PIN for repair tickets
3

Click Save to apply changes.

Employees will now be required to enter their PIN before generating a repair ticket.


How does the system track employee activity through Access PINs?

Employees with access can review activity logs under Reports Mega Dropdown > Employee Activity Log.

Employee Activity Log

You can filter activity through the Action Filter.

Action Filter