1. Signing In
When the POS app launches, it opens on a welcome screen. You have two ways to sign in to your store account.
Option A: Sign in with OAuth
On the welcome screen, you will see the message Welcome to Okya handheld POS.
Tap the Log in with OAuth button.
The app will open a browser-based sign-in page. Enter your store account credentials and confirm.
Once authenticated, the app will load your store data automatically.
Option B: Sign in with QR Code
On the welcome screen, tap the Log in with QR Code button.
The screen title changes to Sign in using your phone and displays a QR code along with two steps:
Step 1 -- Use your phone or tablet's camera and point it at the QR code displayed on screen, or visit the URL shown.
Step 2 -- Confirm this number on your phone. A short code appears on screen. Enter or confirm this code on your phone to complete the connection.
Once your phone confirms the code, the POS app signs in automatically.
Tip: QR Code login is especially useful on devices that do not have a physical keyboard, such as Windows POS terminals. On Windows devices, only the QR Code option is available.
After Sign-In: Data Sync
After a successful sign-in, the app moves to a loading screen that syncs your store's menu, payment methods, promotions, and other data. A progress bar shows how far along the sync is. When it reaches 100%, you will see the message Touch to continue. Tap anywhere on the screen to proceed.
Tip: The sync happens every time the app starts. Make sure you have a stable internet connection during this step.
2. Employee Sign-In
After the data sync, the app requires each employee to sign in individually before accessing the main screen. Each employee has their own profile and passcode.
Selecting Your Profile
Don't See Your Name? Creating a New Employee
The screen title reads Sign In with the instruction Select the user that wants to sign in.
A scrollable list shows all registered employees for this store.
If the list is long, use the search bar at the top to find your name quickly.
Tap your name in the list.
Entering Your Passcode
After tapping your name, a dialog titled Enter Passcode appears.
Use the on-screen number pad to enter your passcode (6 or more digits).
Tap Sign In to confirm.
If the passcode is incorrect, the message Passcode does not match appears. Re-enter the correct passcode and try again.
On success, a checkmark appears with the message Successfully signed in! and the app moves to the Dashboard.
Tip: If you need to adjust device settings before signing in—for example, connecting a printer—tap the Settings link at the bottom of the employee sign-in screen.
3. Roles and Permissions
Each employee is assigned one of two roles: Manager or Employee. Your role appears as a badge next to your name in the Dashboard header -- a star icon for Manager and a person icon for Employee.
The role determines what actions you can perform on your own and which ones require a manager's approval.
Permissions by Role
Action | Manager | Employee |
Take orders | Yes | Yes |
Process payments (Cash, Card, etc.) | Yes | Yes |
Apply discounts and promotions | Yes | Yes |
Cancel an unpaid order | Yes | Yes |
Recall an order | Yes | Yes |
View Order History | Yes | Yes |
Manage the Order Management board | Yes | Yes |
Cash-In / Cash-Out | Yes | Yes |
Void a paid order (refund) | Yes | Requires Manager Approval |
Adjust starting cash balance | Yes | Requires Manager Approval |
Create a Cash Deposit | Yes | Yes |
Close Out Day | Yes | Yes |
Access Settings | Yes | Yes |
How Manager Approval Works
When an employee attempts a restricted action, a Manager approval dialog appears:
A dropdown labeled Manager shows the instruction Select manager. Tap it and choose a manager from the list.
The manager enters their Passcode in the passcode field.
Tap Confirm to approve the action.
If the passcode is incorrect, the message Passcode does not match appears. The manager must re-enter the correct passcode.
Once approved, the action proceeds as normal.
Tip: The manager does not need to be physically signed in to the device. Any registered manager can walk over, select their name, and enter their passcode to approve the action.
4. The Main Screen (Dashboard)
After signing in, you arrive at the Dashboard. This is your home base for accessing all POS functions.
Header Bar
The top bar shows:
Your employee name and a badge indicating your role -- either Manager or Employee.
The Scan Payment Ticket button, used to scan a customer's QR payment ticket.
The Change user button, which lets a different employee take over the device.
Navigation Tiles
The left side of the dashboard displays a grid of tiles under the heading Navigate to:. The available tiles are:
Tile | What it does |
Quick Order | Opens the ordering screen to start taking a new order. |
Order History | View past orders for the current store. |
Cash Deposit | Record a cash deposit. |
Close Out Day | Close out all transactions for the business day. |
Order Management | Open the order management board to track and manage active orders (visible only when enabled). |
Settings | Access device, printer, and station settings. |
My Shift Panel
The right side of the dashboard shows the My shift panel with your current shift details:
Clock-In time -- when your shift started.
Shift duration -- how long you have been working.
At the bottom of this panel you will find:
Cash Entry -- log a Cash-In or Cash-Out entry for your drawer (shown only when a cash drawer is active).
Start Shift / End Shift -- start a new shift or end your current one. You will be asked to enter your passcode before confirming.
Footer Bar
The bottom bar shows:
The app Version number.
A Wi-Fi settings shortcut to quickly check or change your network connection.
Your store name.
You are now signed in and ready to start taking orders. Continue to the next chapter to learn about shift management.