This Rundoc walks through setting up Shared Sign-in with PIN, a faster way for multiple clerks to switch on a shared register without going through the full sign-in flow each time.

About

Rundoo uses secure cloud authentication, so every sign-in requires a verification code via SMS, email, or Yubikey. For most staff members that works great, but on a shared counter where clerks rotate frequently, waiting for a text message or key scan between every transaction gets slow.

Shared Sign-in with PIN is built for this. You designate a staff account as the shared account for a workstation and sign it in at the start of each day. Each clerk then identifies themselves by entering a short 2-6 digit PIN. Every sale is attributed to the clerk who entered their PIN, so your per-staff reporting stays accurate, while permissions stay controlled by the shared account.

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A note on PINs and permissions: PINs are for attribution only. They track who made a sale, not what someone is allowed to do. The shared account's permissions govern all actions on that terminal regardless of which PIN was entered. We strongly recommend creating a dedicated shared account with the right permissions for your counter rather than sharing a personal admin or manager account.

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Setting up Shared Sign-in requires Admin access.

Step 1: Create a dedicated shared staff account

We recommend creating a new staff account specifically for your shared workstation, something like "Register 1" or "Front Counter." This account stays signed in throughout the day. Its permissions apply to everyone who uses the register.

• In Admin, click Staff, then select "Add new staff member"
• Enter a name for the account (e.g., "Register 1"), along with a login code, email, and phone number
  • The phone number and email are used to receive the verification code when this shared account signs in
• Set the permissions for this account. Think of these as the permissions for your whole counter, since they apply to every clerk who uses it
• Leave the PIN field blank for the shared account itself. PINs are assigned to individual clerks in Step 3
• Click Next, then Save

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Already have a staff account you'd like to use as the shared login? Skip to Step 2.

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Step 2: Enable shared sign-in on the account

• In Admin > Staff, click on the shared staff member's name
• Go to the General tab
• Scroll down to the Shared sign-in section
• Toggle on "Enable shared sign-in"
  • A note will appear confirming that permissions are based on this account regardless of who enters a PIN. That's intentional!