Secure Sales Tracking with Agent PINs

Agent PINs help you track which staff member processed each sale, maintain security, and monitor individual performance. This guide shows managers how to set up and manage PINs for their sales team.

What You'll Learn

Why agent PINs are important for your business
How to create PINs for new employees
Managing existing PINs and permissions
Setting up PIN security policies

Teaching staff how to use their PINs
Tracking sales by individual agent
Troubleshooting common PIN problems
Best practices for PIN management

Why Use Agent PINs?

Agent PINs provide several important benefits for your business:

🔐 Security Benefits

• Prevent unauthorized access to POS system
• Track who processed each transaction
• Identify source of any discrepancies
• Maintain audit trail for compliance

📊 Management Benefits

• Monitor individual staff performance
• Calculate commissions and bonuses
• Identify top-performing employees
• Track sales trends by agent

Who Can Create Agent PINs?

Only business owners and managers can create and manage agent PINs. Sales agents cannot create PINs for themselves or other staff members.

Step 1: Access PIN Management

To manage agent PINs, you need manager-level access. Here's how to get started:

Navigating to PIN Management:

1
Log in as manager or owner
Make sure you're logged in with an account that has management permissions
2
Go to Employment Management
Navigate to your business dashboard and click 'Manage Employees'
3
Select employee to edit
Click on the employee you want to set up a PIN for

Step 2: Create a New Agent PIN

Follow these steps to create a PIN for a new sales agent:

PIN Creation Process:

1
Set the 4-digit PIN
Enter a secure 4-digit PIN for the employee
2
Choose the branch or point of sale
Assign the employee to their specific branch or POS location
3
Save the changes
Click 'Save' to apply the PIN and branch assignment

PIN Format

SmartSell uses 4-digit PINs for all agents to ensure simplicity and ease of use:

4-Digit PIN Format

All agent PINs are exactly 4 digits for consistency and ease of use

Examples: 1234, 5678, 9876

Security Tip: Avoid obvious patterns like 1234 or 0000. Use random digits that are easy for the employee to remember but hard for others to guess.

Step 3: Set PIN Permissions

Control what each agent can do with their PIN by setting appropriate permissions:

Available Permissions:

Process Sales

Basic permission - allows agent to ring up customers and complete transactions

Apply Discounts

Allow agent to give discounts up to a set limit (e.g., 10% maximum)

Process Returns

Enable handling of customer returns and refunds

Void Transactions

Cancel transactions in progress (use carefully)

Credit Sales

Process pay-later sales for trusted customers

Security Recommendation

Start new agents with basic permissions only. Add more permissions as they gain experience and prove trustworthy. You can always update permissions later.

Step 4: Train Your Staff

Once PINs are created, you need to train your staff on how to use them properly:

What to Teach New Agents

PIN Usage Basics:

• How to enter PIN at start of shift
• Where to find the POS PIN entry screen
• What to do if PIN doesn't work
• How to log out at end of shift

Security Guidelines:

• Never share PIN with other staff
• Cover keypad when entering PIN
• Report lost or compromised PINs immediately
• Log out when leaving POS unattended

Training Checklist

For Each New Agent:

☐ Explain why PINs are important for security
☐ Show them how to log into POS system
☐ Practice processing a sample transaction
☐ Review their specific permissions and limits
☐ Demonstrate how to handle permission errors
☐ Test barcode scanning and product search
☐ Show them how to log out properly
☐ Provide written PIN security guidelines

Managing Existing PINs

As your business grows, you'll need to update, disable, or modify agent PINs. Here's how:

Common PIN Management Tasks

Updating PIN Permissions

When promoting staff or changing roles:

1. Find the agent in your PIN list
2. Click 'Edit Permissions'
3. Add or remove permission checkboxes
4. Save changes

Resetting a PIN

If an agent forgets their PIN:

1. Click 'Reset PIN' next to agent's name
2. Choose to generate new PIN or let agent set one
3. Provide new PIN to the agent securely
4. Have them test the new PIN

Deactivating a PIN

When someone leaves your business:

1. Find the agent's PIN in the list
2. Click 'Deactivate' (don't delete for audit trail)
3. Confirm deactivation
4. PIN becomes unusable immediately

Monitoring Agent Performance

One of the biggest benefits of agent PINs is the ability to track individual performance:

Sales Reports by Agent

What You Can Track:

Sales Metrics:

• Total sales volume per agent
• Number of transactions processed
• Average transaction value
• Sales by time period (day, week, month)

Performance Indicators:

• Customer service speed
• Discount usage patterns
• Return/refund frequency
• Working hours and shifts

Accessing Agent Reports

Go to Reports → Sales Reports
Select 'By Agent' or 'Staff Performance'
Choose date range and specific agents
Generate and review the report

Using Performance Data

• Identify top performers for recognition and rewards
• Spot agents who need additional training
• Calculate fair commission structures
• Plan staff schedules based on peak performance times

Troubleshooting Common Issues

Agent Can't Log In

Possible causes and solutions:

• Wrong PIN: Reset PIN and provide new one
• PIN deactivated: Check PIN status in management panel
• Branch not assigned: Add agent to current branch permissions
• System locked: Contact manager to unlock after multiple failed attempts

Permission Denied Errors

When agent gets 'Permission Denied':

• Check if agent has required permission for the action
• Verify they're working at correct branch
• Update permissions if agent's role has changed
• Train agent on what they're allowed to do

Sales Not Showing Under Agent

If transactions aren't being tracked correctly:

• Ensure agent logged in with PIN before processing sale
• Check if sale was completed vs. just started
• Verify correct date range in reports
• Look for transactions under 'Unknown Agent'

Security Best Practices

✅ Do This:

• Use secure 4-digit PINs
• Review agent permissions regularly
• Deactivate PINs immediately when staff leaves
• Monitor for unusual transaction patterns
• Keep PIN creation records for auditing
• Train all staff on PIN security importance

❌ Avoid This:

• Don't use obvious 4-digit PINs like 1234 or 0000
• Don't share manager PINs with staff
• Don't give all permissions to new agents
• Don't ignore failed login attempts
• Don't keep PINs active for former employees
• Don't write PINs down in visible places

Regular PIN Maintenance

Set up a monthly routine to:

• Review active PINs and remove unused ones
• Update permissions based on role changes
• Check for any security incidents or anomalies
• Update PIN policies as business grows
• Provide refresher training on PIN security

Need Help?

If you're having trouble setting up or managing agent PINs, our support team can help:

Email Support Phone Support