Prerequisite: The person must already have a user account in Okya. If they do not, you need to create one first — see How to Invite a New User. The user's role (Store Admin or Store Staff) determines what they can do on the POS, so make sure the correct role is assigned before creating the employee.
1. Open the Employees Page
Log in to the Okya Admin Panel.
In the left sidebar, click Team to expand the section.
Click Employees.
The Employees list appears, showing all current employees and their status.
2. Create a New Employee
Click the New Employee button in the top-right corner.
The employee form opens.
3. Fill In the Employee Details
Complete the following fields:
Field | Required | Description |
First Name | Yes | The employee's first name. This is the name that appears on the POS sign-in screen. |
Last Name | Yes | The employee's last name. |
Employee Number | Yes | A unique identifier for this employee (for example, |
User | Yes | Select the user account to link to this employee. The dropdown shows all available users. |
Passcode | No | 6-digit number |
Passcode Confirmation | No | Re-enter the passcode to confirm. |
Hire Date | No | The date the employee was hired. |
Start Date | No | The date the employee starts work. |
4. Save the Employee
Click Save in the top-right corner.
If all required fields are filled in correctly, the employee is created and you are redirected to the Employees list.
If there are errors (for example, a duplicate employee number), the form shows an error message. Correct the issue and save again.
5. Managing Employees
Deactivating an Employee
If an employee leaves or needs to be temporarily removed from the POS:
Go to Team > Employees.
Click on the employee's name.
Click the More Actions menu and select Deactivate.
The employee's status changes to Inactive, and they will no longer appear on the POS sign-in screen.
Updating Passcode
Select employee.
Fill in the passcode.
Fill in the passcode confirmation.
Save
Reactivating an Employee
On the Employees page, filter by Inactive status to find the employee.
Click on the employee's name.
Click the More Actions menu and select Reactivate.
The employee's status changes back to Active.
Deleting an Employee
Click on the employee's name.
Click the More Actions menu and select Delete.
The employee is removed from the list. This action cannot be undone from the admin panel.
Tips
The User dropdown only shows users who are not already linked to another employee. If you do not see the user you are looking for, check whether they already have an employee profile.
The employee's role on the POS (Store Admin or Store Staff) is determined by the role assigned to their linked user account, not by the employee profile itself. To change someone's POS role, update their user account under Users in the sidebar.
Employee passcodes should be kept private. Each employee should memorize their own passcode and not share it with others.