Signing In at the Sales Point – PIN, Waiter Key and NFC Card

Staff sign in at the Sales Point in one of three ways: with a PIN code, with a waiter key in a waiter lock, or with an NFC card. Every order and every payment is assigned to the signed-in User. This article shows how to store the sign-in data in bessa Manager, how the Sales Point behaves when staff sign in and out, and what to do when sign-in fails.

The three sign-in methods at a glance

The methods can be combined. A user can have both a PIN code and a key; the Sales Point recognises them by either. PIN codes and keys are stored locally on the Sales Point, so signing in also works without an internet connection.

Requirements

• The user exists and is active. New users are created by bessa Support.

• The user is assigned to the Sales Point or sub-terminal, see Manage Sales Point Users.

• For the waiter key: a waiter lock that works in USB keyboard mode, and a Sales Point device with a USB port.

• For the NFC card: a Sales Point device with a built-in NFC reader.

Set up a PIN code

1. In bessa Manager, open Master Data → Manage users.

2. Click the pencil icon next to the user.

3. On the User tab, enter the PIN code in the PIN field.

4. Save.

The PIN code consists of digits only and has at most 8 digits. There is no minimum length; four to six digits are common.

Set up a waiter key

A waiter lock reads the waiter key (often a magnetic key) and passes its number to the connected device as if typed on a keyboard. The Sales Point understands the commands of Addimat locks in USB keyboard mode directly: it detects both inserting and removing the key.

Store the key in Manager

The easiest way is a computer on which bessa Manager is open:

1. Plug the waiter lock into the computer via USB.

2. In bessa Manager, open Master Data → Manage users and the user.

3. On the User tab, click into the Digital key field.

4. Insert the employee's waiter key into the lock. The field is filled in with the key number automatically; Manager removes the lock's control characters itself.

5. Save.

6. Then plug the lock into the Sales Point device.

Repeat these steps for every employee. Each key should belong to exactly one user; the system does not detect duplicate keys.

How the Sales Point behaves

• Inserting a key: The employee is signed in immediately and the sign-in dialog closes.

• Inserting a different key: The Sales Point switches directly to that employee, without signing out first.

• Removing the key: The Sales Point signs the employee out. If a default user is set for the Sales Point, that user is signed in; otherwise the sign-in dialog appears and the open order is hidden.

• Removing the key while ordering to a table, transferring or voiding: The Sales Point confirms the entered items automatically before it locks. If there is nothing to confirm, it returns to the previous screen.

The behaviour on removal is built in and cannot be switched off.

Other waiter locks

Locks and readers from other manufacturers work if they send the key number followed by Enter in keyboard mode. The Sales Point signs in with them whenever the sign-in dialog is open. It does not detect key removal on these devices; staff then sign out via Switch user or automatically.

Set up an NFC card

Sales Point devices with a built-in NFC reader read the serial number (UID) of an NFC card, tag or key fob. You enter this number in the Digital key field in Manager.

Find the card number

The Sales Point reads the number as an upper-case hexadecimal value without separators, e.g. 04A2B91C6E5D80. To find out which number your card returns:

1. Open the order screen at the Sales Point.

2. Hold the card to the NFC reader.

3. The Sales Point reports "Article '…' not found!". The card number is shown between the quotation marks.

4. Enter exactly this number in Manager under Master Data → Manage users in the user's Digital key field, and save.

How the Sales Point behaves

An NFC card signs in only while the sign-in dialog is open. If an employee is already signed in, holding another card does not switch the user. Tap Switch user first, or wait until the Sales Point locks automatically.

External NFC or RFID readers in keyboard mode and barcode scanners (e.g. for staff badges with a barcode) work the same way. The Sales Point looks up the code first as a key, then as a PIN code. Settings for external readers: Setting Up Barcode and NFC Scanners.

Switch user and automatic lock

Menu → Switch user locks the Sales Point and opens the sign-in dialog. The menu entry appears as soon as at least two users have a PIN code.

The Sales Point also locks itself:

• when the screensaver starts,

• when the bessa POS app has been in the background for more than 10 seconds. Handheld devices running as a sub-terminal skip this lock so that service staff can use other apps in between.

If the signed-in user has neither a PIN code nor a key, the Sales Point does not lock and shows no sign-in dialog.

In the sign-in dialog, staff type their PIN code or sign in with a key or card. If the users of a Sales Point have keys but none has a PIN code, the Sales Point hides the number pad and waits for the key.

FAQ

Can I keep using my existing waiter lock? Yes, if it connects via USB and works in keyboard mode. The Sales Point fully supports Addimat locks, including signing out when the key is removed. Read in the key numbers again in Manager as described above.

Can one employee have several keys or cards? No. Each user has one Digital key field. A user can, however, have a PIN code and a key at the same time.

Does signing in work without the internet? Yes. PIN codes and keys are transferred to the Sales Point with the master data. Changes from Manager arrive once the Sales Point is connected again.

Who gets the sales if an employee forgets to sign out? The signed-in user. A waiter key solves this, because the Sales Point locks when the key is removed.

Troubleshooting

If the problem persists, bessa Support can help.

Related topics

• Users — manage PIN code and key in Manager

• Manage Sales Point Users — user list and default user

• Set Up Screensaver for Sales Point

• Setting Up Barcode and NFC Scanners

• Quick Connect by QR Code

• Term: Waiter Key