Setting Up a New Employee

New hire starting Monday? You can have them set up in TORO in about two minutes. Once they've got a PIN, they can clock in, ring sales, and start building their transaction history from day one.

Creating the Account

1. 1 From the Dashboard, go to Management > Users (some stores label this Employees -- same place)
2. 2 Click Add New User
3. 3 Fill in the basics:

• Employee ID -- this is their login name. It shows on the screen when they're logged in and on every report that tracks activity by employee. Keep it simple -- first name, or first name plus last initial.
• First Name and Last Name
• PIN -- a unique numeric code they'll use to log in, authorize overrides, and clock in and out. This is their identity in the system. No two employees can share a PIN, and TORO enforces that.
• Access Level -- this determines what they can and can't do (more on this below)
• Email Address -- used for system notifications and reports
• Phone Number -- for contact info and SMS features

4. 4 Click Save

That's it. They can log in with their PIN immediately.

Settings Worth Configuring

These aren't required at setup, but you'll want to fill them in sooner rather than later:

• Hourly Rate -- what they earn per hour. TORO uses this for payroll calculations and labor cost reports. If you skip it, those reports will be incomplete.
• Paid Type -- how they're compensated: Check, Cash, or Salary. This flows into your payroll reports.
• Commission -- toggle this on if the employee earns commission on sales. TORO tracks their sales individually so you can calculate commissions from the reports.
• Exclude from Tip Split -- if your store pools tips, this controls whether the employee is included in the automatic distribution. Managers, for example, are often excluded.
• Active -- when someone leaves, flip this to inactive instead of deleting them. Their historical data -- every sale they rang, every hour they clocked -- stays in the system for your reports. Deleting an employee erases that history. Don't do it.

Access Levels Matter

This is the most important decision you'll make when setting up a new employee. Access levels control which features they can use, what reports they can see, and what overrides they can perform.

The principle is simple: give people only the permissions they need. A new cashier doesn't need access to payroll reports or the ability to edit other employees' timecards.

Common levels you'll work with:

• Cashier -- ring sales, process payments, clock in and out, handle basic returns. The day-to-day stuff.
• Shift Lead -- everything a cashier can do, plus close the drawer, clock other employees out, and handle shift changes.
• Manager -- full operational access, including reporting, overrides, higher discount limits, and void authority.
• Admin -- everything, including user management, system settings, and configuration changes.

You can always adjust someone's access level later as their role changes. Promoting a cashier to shift lead? Just update their access level and the new permissions kick in immediately.

A Few Things to Keep in Mind