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Setting login credentials and access settings

Lightspeed Retail allows you to customize your employees' access permissions, modify login credentials, and lock or unlock employee accounts for added security.

Understanding login credentials

Entering login credentials for all of your employees determines their level of access to your Retail system, whether they have External Login permission enabled in their employee role or not.

External login access

  • The employee has the External Login permission enabled in their employee role.
  • The employee can log into your Retail account with their username and password from any device with an internet connection to start a Lightspeed Retail session.
  • If a Lightspeed Retail session is open, the employee can also enter their PIN on the Lock screen to access your Retail account.
  • External login access should only be given to trusted employees.

PIN access

  • The employee doesn't have the External Login permission enabled in their employee role.
  • The employee can't log into your Retail account with their username and password.
  • If a Lightspeed Retail session was opened by an employee with external login access, the employee can enter their PIN on the Lock screen to access your Retail account.
  • Using PINs is recommended for most employees to protect the security of your Retail account and limits their access.

We recommend having an employee with external login access available throughout your business day in case an employee accidentally closes the Lightspeed Retail session. This can be on-site (e.g. a keyholder) or remote (e.g. via TeamViewer). This ensures that employees who only have PIN access will always have access to your Retail account and be able to serve customers during your shop's business hours.

Setting an employee's login credentials

Employee login credentials allow employees to have individual login requirements, ensuring the security of your Retail account. 

  1. Navigate to Settings > Employee Setup.

    Settings page with Employee Setup emphasized.

  2. Click the name of the employee you want to set the login credentials for.

    List of employees.

  3. Click Sign In.

    alt

  4. In the Login Name field, enter an email address. If the employee has external login access, this is the username they'll use to log in to your Retail account. Email addresses must be unique and not associated with other employees in the Lightspeed Retail POS account.

    Sign In page with Create Login Name/Password section emphasized.

  5. In the New Password field, enter a password. If the employee has external login access, this is the password they'll use to log in to your Retail account. Passwords must be at least ten characters long.
  6. In the Re-type Password field, enter the same password again.
  7. Click Save Changes.

    Sign In page with Login section filled out and Save Changes button visible.

  8. Click the Pin Active checkbox.

    Sign In page with Lock Screen PIN section emphasized.

  9. In the Set New PIN field, enter the employee's PIN. This is the PIN they'll use to clock in and out and access your Retail account from the Lock screen.
  10. Click Save Changes.

    Sign In Page with PIN entered and Save Changes button emphasized.

Changing your password or PIN

If you need to change your password or PIN, you can do so within Lightspeed Retail.

  1. Click your name.
  2. Click Employee settings.

    Lightspeed Retail with user's name emphasized.

    • Changing your password

      1. Click Change Password.

        User page with Change Password emphasized.

      2. Enter your current password and new password.

        Update your Lightspeed Retail Password page.

      3. Click Change Password.
    • Changing your PIN

      1. Click Change PIN.

        User page with Change PIN emphasized.

      2. Enter your new PIN.

        Change Lightspeed Retail Access PIN page.

      3. Click Change PIN.

Changing an employee's PIN

To change an employee's PIN, your employee role must have the following rights enabled in Settings > Employee Roles:

  • Settings - Basic
  • Settings - Employee Setup

Regularly changing employee PINs additionally strengthens the security of your Retail account. Additionally, changing an employee's PIN is helpful if an employee forgets it. 

  1. Click Settings > Employee Setup. The current active employee accounts are listed.
  2. Click the name of your employee.
  3. Click Sign In.
  4. In the Set New PIN field, enter your employee's new PIN.

    Sign In page with  Lock Screen PIN section emphasized.

  5. Click Save Changes.

Locking and unlocking employees

Locking employees is a helpful way to protect your Retail account when employees with external login access aren't scheduled for a shift. By locking them temporarily, it prevents them from accessing your Retail account with their username and password on their days off. On days when they are scheduled for a shift, simply unlock them so they can log in to your Retail account and serve customers.

  1. Navigate to Settings > Employee Setup.
  2. To lock or unlock an employee, click the lock icon next to their name.

    List of employees showing Locked and Unlocked statuses.

Employees who are unlocked will have the Open status and are highlighted in green. Employees who are locked will have the Locked status and are highlighted in red.

What's next?

Setting up employee roles and access

Add and edit employee roles.

Learn more

Multi-factor authentication

Discover and set up multi-factor authentication.

Learn more

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