To add new site administrators or staff, from the VinesOS sidebar, go to Settings > Manage users.
From the upper menu bar, choose 'New User' and complete the form. Only the fields with red asterisks are required.
Important notes:
1. At a minimum, set a password that has 8 characters. Use at least one number, one uppercase letter, one lowercase letter, and one special symbol. Accounts and passwords must be secure and must not be shared to protect sensitive data on customer accounts.
Do not use the same password, or security question and answer for multiple accounts.
To meet PCI Compliance standards, do not share logins or passwords. ANY PERSON logging in to VinesOS must have their own username and password. Please set up individual user accounts for any staff. Instruct staff to change their passwords. Do not email the login and password in the same email to staff; send this information in two separate emails to be more secure.
2. The new staff/manager user accounts that you add cannot have the same email address as a test customer account in VinesO. Therefore, make sure that your staff reserves their work email address for only their admin account. If they already have a customer account or membership with the email address that you want to use for their admin account, you will need to change the member email address to free it up for use. Please also note that when you change the customer email address on VinesOS, it will also be changed on Revel. To do this, go to their member record and change the email address there before proceeding to create an admin account.
3. The Role created must be set to 'Maintainer'
If you set the 'Password recovery disabled?' option, then if this user should try to use the 'Forgot my password' option on the VinesOS login page in the future, the system will not send them the password.
Set PIN access for POS for staff or manager
VinesOS point-of-sale ensures discrete, secure transactions through the use of secure logins and auto-logoff rules. All staff and managers using the POS are issued a PIN and that PIN is required to create new orders. After completion of an order or after sixty seconds of inactivity, the employee is automatically logged out of the POS system.
POS login screen
To get to your PIN pad sign-in page for the POS, you will need to add /pos/poslogin after your VinesOS page URL.
For example, https://mywinery.vinesos.com/pos/poslogin
We recommend that you bookmark this page and save it to your iPad or desktop bookmarks manager for easy access.
POS Staff Account Setup
To set a secure PIN code for users for your POS system, visit the VinesOS backend system.
1. Role. Make sure the user role is 'Maintainer'.
2. PIN Code. Create a secure, numeric PIN code for the user. Do not use 4 of the same number or something easy to guess, make it a secure mix of numbers.
3. POS IP. The PIN pad access is tied to the location where it is established. You will need to copy the IP Address number (i.e., your network IP Address, which is the string of numbers we display for you on the right of the POS IP field, and paste that number into the blank POS IP field.)
Important Note - The user's IP is tied to the location, SO if this particular user is going to try to access your POS system from a different location, the admin will need to go back into this record and update the POS IP field for the new IP Address that is displayed for the different network IP that the user is on. If the staff is at a different location, ask them to go to Google and find their IP this way: Type in "What's my IP" and then tell you what the IP address is that's returned by Google.
4. POS Permission. Set the permission level for the user to either Manager or Staff.
Important Note - Users granted the Staff permission won't have the ability to access the VinesOS backend (via a black admin bar situated above the POS system interface).
5. POS Discount and Surcharge. Checking the POS Discount and/or Surcharge box will grant this particular user the ability to apply discounts and surcharges to customer orders through the Modify button in the POS. These options will display or not in the Modify pop-up window, based on your selections.
Important Note - Under normal circumstances, the blue Modify button may not be needed by staff, since the POS will automatically apply customer discounts to the POS order. For example, when you are adding wines to the customer's order through the POS, and you click on the 'Customers' button and select the customer from the list, it's going to pull in the appropriate discount for that member based on the customer's membership level and according to the discounts previously set in VinesOS.
There is also a feature where member comps (e.g., free tastings) from the backend will be automatically applied to the corresponding line item in the POS order as a discount, so that the customer will not be charged for free tastings, based on the club settings.
