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 #
- From the Dashboard, tap Employees, then Manage Employees
- Click the + button in the top right
- TORO will ask you to find or create a Loyalty Account for the employee. Every employee needs one — it’s how TORO links their profile to a customer record. Search for them by name, or create a new account if they don’t have one yet. If you’re creating a new account, make sure to fill in their address — it’s needed for payroll records and any reports you run later.
- Once the account is linked, fill in the employee details:
- 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
- Click Save
That’s it. They can log in with their PIN immediately.
Review Their Employee Settings #
Once the account is created, take a minute to check their Employee Settings. When you assign an access level, TORO automatically applies the right defaults for that role — discount limits, comp limits, transaction viewer access, and more. But it’s worth a quick look to make sure everything fits. If your store has already confirmed its defaults, the new hire inherits them automatically. If not, head to Dashboard > Employees > Employee Management > Employee Settings to review and confirm the defaults before your new hire starts ringing sales.
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.
Access levels also drive the Employee Settings system — a 3-tier hierarchy where discount limits, comp limits, transaction viewer access, and more are automatically inherited based on role. Set the defaults once per access level and every new hire gets the right configuration from day one.
A Few Things to Keep in Mind #
Admin access is required to create or modify users. If you don’t see the option, you don’t have the right permissions yourself.
PINs must be unique. If you try to assign a PIN that’s already taken, TORO will reject it. Pick another number.
Don’t share PINs. This one’s important. Every transaction, every clock-in, every override is tracked by PIN. If two people share a PIN, you lose accountability. When the reports say “Jordan voided a $50 transaction at 3:15pm,” you need to know that was actually Jordan.
Employee accounts can link to customer accounts. If your employees also shop at the store (and in a cigar shop, they probably do), their employee profile can be linked to their customer account. That way their purchases, loyalty points, and purchase history are all connected.
