Managing staff.
From PIN to shift report.
PsTally gives each staff member a PIN, ties every session to the shift they opened, and sends you the full reconciliation when the shift closes. Here’s how the whole flow works.
Create staff accounts
In your owner dashboard, go to Staff and add each team member with a name and a 4-digit PIN. PINs are stored hashed — you can't read them back, but you can reset any PIN at any time. Staff don't need email addresses or passwords. The PIN is their identity on shift.
Staff opens the shift
At the start of their shift, staff open the console link on the counter device and enter their PIN. They enter the opening float — the cash that was already in the till when the shift started. The shift is now live and timestamped.
Sessions during the shift
For each customer, staff select a bay, choose a game, set the duration or game count, and open the session. When the customer is done, staff record payment as cash, M-Pesa, split, or a running balance (for regular customers who pay later). Each session stays on the screen until it's settled.
Cashouts mid-shift
If money needs to leave the till mid-shift — buying food, transport, anything — staff record a quick sale or expense. It's logged against the shift so the reconciliation is accurate at close.
Closing the shift
At shift end, staff enter their PIN and count the cash. PsTally shows what it expected based on sessions and payments. Any gap between what's in the till and what the system shows is surfaced clearly — not as an accusation, as a reference point.
The report goes to your phone
The moment the shift closes, PsTally sends a full summary to your WhatsApp. Sessions completed. Cash in. M-Pesa in. Opening float. Outstanding balances. Whether the shift balanced. You don't need to be there, ask anyone, or wait until morning.
Common questions
Can two staff members share a PIN?
No — each PIN is tied to a specific staff member. Sessions and shifts are attributed individually, which is what makes the report meaningful.
What happens if staff forget to open a session?
The session doesn't get recorded. This is exactly what monitoring catches — if a console went active without a session, you'll get an alert. You can also review gaps in the shift log afterward.
Can staff edit a session after it's been paid?
No. Paid sessions are locked. Only the owner can make corrections from the owner dashboard.
What if the shift report shows a gap?
A gap means cash in the till doesn't match what was logged. PsTally shows the gap clearly. The staff member can explain — maybe a cashout wasn't recorded, maybe there was a pricing error. The record is the starting point for the conversation.
Know exactly how every shift went.
The report is on your phone before your staff gets home.
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