Security controls

Four entries under Setups look like security settings. Only one of them protects anything.

Menu entry	State
Manager PINs	works, and is worth setting up
IP Whitelist	stores rules, enforces nothing
Document Signatures	works
Number Series	points you at Settings — numbering lives there

Manager PINs

Where

Setups → Manager PINs

Plan

Growth and above

Permission

Administration → Manager Pin

A manager PIN is a short numeric code that lets a named person authorise something a cashier is not allowed to do on their own.

How to give someone a PIN

1. Go to Setups → Manager PINs.
2. Click New PIN.
3. Choose the User. This cannot be changed later — to move a PIN to someone else, delete it and create a new one.
4. Type a numeric PIN.
5. Leave Enabled on Yes and save.

One PIN per person. To change someone’s PIN, edit their row and type a new one — leaving it blank keeps the existing PIN.

Where a PIN is actually asked for

Three places, and only three:

• Removing a line on a self-service or kiosk till — “Removing an item needs manager approval.”
• Applying a discount on a self-service or kiosk till — “Applying a discount needs manager approval.”
• Closing a till whose cash is out by more than your tolerance.

A PIN does not sign anyone in, does not open any menu, and is not asked for on refunds, voids or price changes on an ordinary till.

On a normal sale, a PIN is asked for only if you set a threshold

Manual discounts on the standard sale screen can also demand a PIN, but the amount that triggers it comes from a setting. If no threshold has been set, the limit is zero — so every manual discount of any size will ask for a PIN. Set the threshold before turning this on.

Automatic discounts and coupons never trigger it.

The PIN box at till close only appears after you have been refused once

Close the till with an over-tolerance variance and the first attempt is rejected. Only then does the Manager PIN field appear. That is deliberate, but it looks like a fault.

Four limitations to plan around

Give every manager a different PIN, and make it long

There is no minimum length — a single digit is accepted — and nothing checks that two people do not pick the same PIN. If they do, the approval is silently recorded against whichever PIN was created first. The wrong manager’s name ends up on the record.

There is no limit on guessing at the till

The admin screen has Failed attempts and Locked until columns, and a PIN does lock for 15 minutes after five failures — but only on a path the app almost never uses. At the kiosk and at till close, a wrong PIN is not counted at all.

In practice those two columns stay at 0 and “—” no matter how much guessing goes on, and nothing stops someone trying codes at a customer-facing kiosk. Use a longer PIN than you otherwise would.

Any PIN works at any branch. PINs are not tied to a shop, so a manager’s code authorises overrides everywhere in the business.

If the cashier’s role lacks the manager-PIN permission, the PIN check fails misleadingly

The permission is checked against the cashier who is signed in, not the manager typing the code. Without it, the kiosk shows “Couldn’t check the PIN. Check your connection and try again.” — pointing at the internet when the real problem is the role.

Bear in mind that granting that permission also reveals the whole Manager PINs screen.

PINs themselves are stored scrambled and are never shown again after you set them.

IP Whitelist

Where

Setups → IP Whitelist

Plan

Growth and above

Permission

Administration → Ip Whitelist

This screen does not restrict access to anything

You can add rules, and they save. Nothing anywhere checks them. Sign-in is not restricted, and neither is anything else — there is no code in SaleSprint that compares a visitor’s address against these rules.

The screen’s own wording makes this worse: deleting a rule warns “This rule will no longer allow access from its range”, which implies an enforcement that has never existed.

Do not rely on this as a security control. The only consolation is that you cannot lock yourself out.

If you add rules anyway, in anticipation: the form takes a CIDR / IP Range, an optional Description and an Enabled switch. Nothing validates the address, so typing my office wifi saves happily.

Rules belong to whichever branch you had selected

There is no branch field on the form — a new rule silently takes the company and location from the scope switcher in the top bar, and the list is filtered the same way. Rules therefore appear to vanish when you switch branch, and nothing on screen tells you which branch a rule belongs to.

Document signatures

Where

Setups → Document Signatures

Plan

Growth and above

Permission

Organization → Document Setup

A register of who signed which document and when. It is a log you keep, not a signing tool.

1. Go to Setups → Document Signatures and click New.
2. Choose the Document type — sale, purchase order, stock adjustment, journal entry and so on.
3. Paste the Document ID. See the warning below.
4. Enter the Signer name and Signer role.
5. Set the Company and Location if they are not already filled in.
6. Save. You get “Signature captured for …”.

Entries cannot be edited — only added and deleted.

No signature is actually captured

Despite the name, nothing is drawn, uploaded or scanned. The form has no signature box of any kind. What you are recording is typed text: this person, in this role, signed this document.

It never appears on a printed or emailed document

Nothing in the receipt or document printing reads this register. A captured signature is visible on this one screen and nowhere else.

The signature lines on a printed receipt — Received By and Authorised By — are still blank ruled lines for someone to sign by hand. This feature does not fill them in.

You have to paste the document’s internal reference by hand

There is no Sign button on any document, and no picker here. You must find the document’s internal identifier and paste it into Document ID.

Nothing checks it. A reference that points at nothing, or at a document of a different type, is accepted without complaint.

Two different permissions guard this screen

The menu shows it to anyone with the document-setup permission, but the server checks an approval-setup permission instead. Someone holding the first and not the second sees the menu entry and then gets refused.

Whoever manages your roles should grant both together.

The list shows Document type, Document ID, Signer name, Signer role and Signed at, searchable across the first three. There are no filters, and Export produces no file.

Document numbering

Number Series is not a screen you fill in. Opening it explains where numbering actually lives: “Document numbering is configured in Settings, under your company’s document preferences.”

Every document number SaleSprint generates looks like PREFIX-YYYYMMDD-HHMMSS-NNNNNN — a prefix, the date and time the document was numbered, and six final digits that keep two documents numbered in the same second apart. The number records when, not how many, which is what lets a till number a document while offline without risking a clash with another branch.

Changing a prefix

1. Go to Settings → Business → Workspace settings.
2. Type numbering into Search settings.
3. Find the document you want — there is one entry per document type, such as Numbering → Quotation or Numbering → Purchase Requisition.
4. Flip Override on and type your prefix, e.g. QT in place of QUO.

Prefixes are set per company, so two companies in the same workspace can number differently.

Changing a prefix does not renumber anything

Existing documents keep the numbers they were given. Only documents created afterwards use the new prefix.

Deleting a document can let the next one reuse its number

Some counters work by counting the documents that exist rather than reserving the next number. Delete one and the following document can take the number back.

Cancel rather than delete anything that has been issued.

Who can see these screens

All four need the Growth plan and their own permission.

Without the permission the menu entry is hidden — but a saved link still opens the screen and simply fails to load. Below Growth, a saved link bounces you to Home with no explanation.

Related

• Roles and permissions
• Point of sale
• Banking and cash — closing a till