Managing Employees
Add, edit, deactivate, and remove employees who can sign in on the device using multi-user mode.
The Manage Employees page is the central place to build and maintain the list of staff members who can use the device. Each employee record holds a name, optional contact details, a job title, an optional PIN for the lock screen, and an admin flag. Changes are staged locally and saved to the server in a single action when you tap Save.
Manage Employees is part of the multi-user feature. It is only visible in Settings when multi-user mode is enabled for the tenant. Within that section, only employees with the Administrator role can see and open this page.
Opening the page
- Open Settings (tap the gear icon in the sidebar).
- Scroll to the Multi-User section.
- Tap Manage Employees — subtitle reads Add, edit, or remove employees.
The page loads the current employee list from the server.
The employee list
Employees are split into two groups:
| Group | Description |
|---|---|
| Active | Employees who can sign in on the lock screen. Count shown as an accent badge next to the heading. |
| Inactive | Employees who have been deactivated. Shown at 50 % opacity with a strikethrough on the name. |
Each employee row shows:
| Element | Description |
|---|---|
| Avatar | Circle showing the employee's initials (or photo if an image URL is set). Accent-coloured background for admins; lighter background for standard employees. |
| Name | Display name (first name + last name). Shown in bold. |
| Admin badge | Small accent-coloured chip shown when the employee has the Administrator role. |
| Lock icon | Small padlock icon shown when the employee has a PIN set. |
| Subtitle | Position, assigned role names, and email separated by a centred dot (e.g. Sales Assistant · Cashier · alex@store.no). Role names are not shown for administrators. Hidden when all parts are empty. |
| ⋮ menu | Opens a per-employee action menu (see below). |
Tapping anywhere on a row opens the Edit Employee dialog.
Adding an employee
Tap the + (person-add) floating button in the bottom-right corner. The Add Employee dialog opens.
Fill in the fields:
| Field | Required | Notes |
|---|---|---|
| First Name | Yes (one of first or last) | Shown side-by-side with Last Name |
| Last Name | Yes (one of first or last) | |
| Username | No | Auto-generated from a timestamp if left blank |
| No | Used as a subtitle on the employee tile | |
| Phone | No | |
| Position | No | Job title shown as a subtitle on the tile |
| Role | No | One or more roles controlling what the employee can access. Only shown when roles are configured for the tenant, and hidden when Administrator is on. See Access Rights and Roles. |
| PIN | No | Numeric digits only; used on the lock screen |
| Administrator toggle | No | Grants access to Manage Employees and Multi-User Settings, and full access to every feature |
Tap Save in the dialog to add the employee to the local list. The employee is not saved to the server until you tap the Save button in the AppBar.
The Role field is a multi-select — an employee can hold several roles, and their access is the combination of all of them. The field is hidden for administrators, who always have full access. Turning on Administrator clears any roles already assigned.
Setting a PIN
The PIN field accepts numeric digits only. Two optional buttons appear in the field:
| Button | Action |
|---|---|
| Magic-wand icon | Generates a random unique PIN that does not clash with any existing employee's PIN. The generated PIN length matches the tenant's configured auto-submit PIN length. |
| Eye icon | Toggles the PIN between obscured (dots) and visible digits. |
The helper text below the PIN field reads Numeric PIN for employee identification. PINs are optional — an employee without a PIN can still be selected from the user-select lock screen, but they will not be prompted for a PIN.
Editing an employee
Tap a row, or tap ⋮ → Edit on any employee. The Edit Employee dialog opens with the existing values pre-filled.
Make any changes and tap Save in the dialog. The change is staged locally until you save the full list.
Deactivating and reactivating an employee
Deactivating hides an employee from the lock screen without deleting their record — useful when someone is on leave or has temporarily left the store.
- Tap ⋮ on the employee's row.
- Tap Deactivate (or Activate if they are currently inactive).
The employee moves between the Active and Inactive groups immediately. The change is staged until you tap Save.
Deleting an employee
Deleting an employee removes them from the list permanently once saved. Use Deactivate instead if you may need to restore the employee later.
- Tap ⋮ on the employee's row.
- Tap Delete.
- A confirmation dialog appears:
- Are you sure you want to delete [name]?
- Cancel — dismisses without changes.
- Delete (red) — removes the employee from the local list.
The deletion is staged until you tap Save.
Saving changes
When you have staged changes (added, edited, deactivated, or deleted employees), a Save button appears in the AppBar. Tap it to send all changes to the server in one request.
Before saving, the app validates:
| Rule | Error shown |
|---|---|
| At least one active employee must have the Administrator role | At least one active employee must be an admin |
| All employee PINs must be unique across active employees | Employee PINs must be unique |
If validation passes, a snackbar confirms Employees saved successfully and the lock screen's employee list updates immediately.
Navigating away with unsaved changes
If you try to go back with unsaved changes, a dialog appears:
- Title: Unsaved Changes
- Message: You have unsaved changes. Save or discard?
- Discard — leaves without saving.
- Save — saves all changes and then navigates away.
Empty state
If no employees have been configured yet, the page shows a No employees configured message and an Add Employee button in the centre of the screen. Tapping it opens the Add Employee dialog.