How do I reset or change PINs?

Reset a staff member's PIN, let staff change their own, and set your PIN length and expiry policy.

You reset a forgotten PIN from the Staff page — or the person asks for their own link with Forgot my PIN? on the PIN pad; staff change their own PIN from their portal profile; and the length and expiry rules live in Settings → Security policy.

Reset a PIN for someone (Owner/Admin)

• On the Staff page, open the … menu on the staff member's row (or click their name to open them) and choose Reset PIN.
• Read the warning, then click Reset PIN to confirm.
• A new temporary PIN is generated for you (you don't choose it — that prevents weak PINs) and shown once. Tap the PIN to copy it, or click Print — or, if they have an email on file, click Send link instead to email them a one-time link (valid 7 days) where they choose their own PIN.

Their old PIN stops working straight away, they're signed out wherever they were signed in, their own PIN lock is cleared (a locked device stays locked — Clear lockouts on the Staff page clears those), and they're asked to choose their own PIN at their next sign-in. PINs are never stored in a readable form — nobody, including you, can look up an existing PIN, which is why a forgotten one is fixed with a new PIN: a reset here, or the person's own Forgot my PIN? link (below).

Staff who forget their PIN

On the PIN pad the person taps their name, then Forgot my PIN? under the keypad. ResoFlow emails them a link to choose a new PIN — the same one-time link Send link instead sends (valid 7 days). Their old PIN keeps working until they choose the new one, and choosing it clears their own PIN lock. The owner gets a note in the bell ("Jo Okafor asked for a new PIN"). Someone with no email address on their staff profile is told to ask their manager — add an address to their profile, or reset their PIN here. It only works on a device you've paired, and one person can ask for three links an hour.

Staff change their own PIN

In the staff portal, open Your profile → Change PIN, enter the current PIN, the new one twice, and click Update PIN. The new PIN must be different from the current one.

PIN length (4–8 digits)

In Settings → Security policy → PIN policy, pick a PIN length from 4 digits to 8 digits (default 6). A longer length saves immediately; a shorter one first asks you to confirm it's you (your password or passkey), because it loosens your protection. Changing the length asks every staff member to set a new PIN: they sign in once more with their current PIN, then choose a new one at the new length. Until everyone has re-set, the sign-in pad accepts both lengths and shows a Sign in button instead of submitting automatically.

PIN expiry

In the same PIN policy group, set Expire staff PINs after to Never, 30 days, 60 days, 90 days, 180 days or 365 days (default Never). When a PIN expires, the staff member must set a new one at their next sign-in; staff with an email address on file get a warning 7 days before and on the day. Letting PINs last longer (or switching expiry to Never) asks you to confirm it's you first; making them expire sooner never asks.

Only Owners and Admins can change the PIN policy or reset other people's PINs — others see the controls read-only.

If someone has only locked their PIN with wrong guesses, you don't need a new one: Unlock beside the notice at the top of the Staff page (or Unlock their PIN in their row's … menu) clears the lock and their own PIN works again — see How do staff sign in with a PIN?.

Related: How do staff sign in with a PIN? · How do I add a staff member? · How do approvals with a manager's PIN work?