Configure PIN login for your employees
At busy locations, front desk employees often need to sign in and out frequently. This can be time-consuming if they must remember and enter usernames and passwords each time. To make this process faster and more efficient, Zenoti Web and Zenoti Mobile allow employees to sign in using a PIN. This simple change helps employees save time and reduces the hassle of managing login credentials, ensuring smoother front desk operations.
Enable employee PIN login for the organization
Required roles: Any role with access to the Administrator mode.
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Employee pin login setting.
Enable this setting.
Click Save.
Enable employee PIN login for the center
Required roles: Any role with access to the Administrator mode.
Requires permissions: None
Note
Ensure that the Employee pin login setting is enabled at the organization level before proceeding.
At the center level, click the Configurations icon.
Search for and configure the settings listed below:
Employee PIN login
To let employees operate the appointment booking without logging in using their password, enable Employee PIN login setting. To generate and send auto-generated PINs via email to all employees in the center, click Generate and Email PINS.
Enable pin mode by default on entering appointment book
The Enable pin mode by default on entering appointment book setting allows employees to use PIN mode automatically when accessing the appointment book. This simplifies the process by enabling PIN mode directly, making the login experience more efficient and user-friendly. This setting can be overridden at the role level using the Honor default PIN Lock on entering appointment book permission.
Exit PIN mode when employee exits appointment book
To let employees exit PIN mode when they navigate away from the Appointment book or Queue to Admin mode, enable the Exit PIN mode when employee exits appointment book setting. PIN mode rules will not apply to all the tabs when the employee explicitly navigates to admin.
How many minutes before auto log out from pin mode?
Select the duration after which employees will be logged out automatically.
To minimize frequent logins, increase the time interval before staff are prompted to log back in.
Enable employee check in - check out using pin
Activate the Enable employee check in - check out using pin setting to allow employees to clock in and clock out using their PIN.
These settings are grouped under the Center Setup section for Appointments configuration.
Click Save.
After PIN mode is active, when you enter the PIN mode on appointment book, the PIN entry pop-up opens. You can search, select, and log in without switching between keyboard and mouse.
To select a user, follow these steps:
Click a quick-select button. The pop-up displays the last four clocked-in staff, each marked with a green dot.
Type a partial name in the search field to filter the list.
Use the Up/Down arrow keys to navigate the filtered list.
After selecting a user, press Enter, focus moves to the PIN field automatically. You can then enter your four- to six-digit PIN and press Enter to log in.
Impacts and considerations
If your business has enabled PIN login, when employees log in for the first time, they are prompted for their username and password. After that, employees can use their PIN.
If the center does not have enough email credits to send notifications to all the center employees, the PIN generation and subsequent notification process will fail.
If you activate the Enable employee check in - check out using pin setting, the waive authorization for employee check-in setting will not apply.
Managers can generate PINs for specific employees from the employee profile page.
Employees can generate PINs from their Preferences page.
PIN login and automatic logout when PIN is enabled is supported on Zenoti Mobile as well.
PIN mode prompts appear only when you take an action after a timeout, not immediately, so in-progress data is not lost.
If the same user re-authenticates, their session is restored. If a different user logs in, the page refreshes to protect data integrity.
Users whose roles have the Allow exiting PIN mode permission disabled cannot see the Exit PIN Mode option and cannot manually disable PIN mode.
Role-level PIN permissions follow the union of roles logic — if an employee has multiple roles, the most permissive applicable rule takes effect, except for the Honor default PIN Lock permission, where PIN mode is triggered if any one role has it enabled.
Configure PIN Mode Controls
Zenoti provides two role-level permissions to give administrators granular control over PIN mode behavior. Both permissions are located at Security Role > Permissions tab > Queue & Pin > Pin.
In the Permissions tab, the accordion has been renamed from Queue to Queue & Pin, and the existing section Queue items has been renamed to Queue.
Honor Default PIN Lock on Entering Appointment Book
This permission determines whether users under a specific role are subject to the center-level Enable PIN mode by default on entering appointment book setting. When enabled, users automatically enter PIN mode on opening the front desk.
To configure this permission:
Navigate to Security Role > Permissions tab.
Expand the Queue & Pin accordion.
Under the Pin section, enable or disable the Honor default PIN Lock on entering appointment book permission for the required role.
Click Save.
This permission is enabled by default for all roles. Admins can disable it per role.
If an employee has multiple roles, PIN mode is triggered automatically if any one of the following is true:
The logged-in user (username and password) has this permission enabled.
The PIN-logged-in user has this permission enabled.
Both the logged-in user and the PIN-logged-in user must have this permission disabled for automatic PIN mode not to apply.
The following scenarios assume the center-level setting Enable PIN mode by default on entering appointment book is enabled.
Case A: Permission is enabled for the logged-in employee
PIN mode is enabled automatically on entering the front desk.
After the configured inactivity duration, the system enters PIN mode.
If another employee unlocks the screen temporarily, the inactivity timer still applies to the original logged-in employee. PIN mode triggers again after the timeout.
Case B: Permission is disabled for the logged-in employee
The system does not automatically enter PIN mode, regardless of inactivity.
If another employee who has this permission enabled unlocks the screen temporarily, the inactivity timer applies to that employee. PIN mode triggers again after the timeout.
Allow Exiting PIN Mode
This permission determines whether users under a specific role can exit PIN mode manually. When enabled, the Exit PIN Mode option is visible to the employee in the front desk.
To configure this permission:
Navigate to Security Role > Permissions tab.
Expand the Queue & Pin accordion.
Under the Pin section, enable or disable the Allow exiting PIN mode permission for the required role.
Click Save.
Default behavior: This permission is enabled by default for all roles. Admins can disable it per role.
Note: If an employee has multiple roles, they can exit PIN mode if at least one of their roles has this permission enabled.
Users whose roles have this permission disabled:
Cannot see the Exit PIN Mode option in the front desk.
Cannot manually disable PIN mode.
This permission applies to the following areas:
Appointment Book
Queue view]