Change Scanner Permissions
Change scanner permissions
1. Open Locations, open the shop, and find the device in its Scanners section.
2. Click the gear icon (Scanner settings) on the device.
3. Under Which cards can this scanner accept?, choose the access mode: - All cards — no restrictions - Only certain cards — pick the allowed cards from the list
4. (Optional) Update labels or Limits for this device — the max stamps or points it can give out per hour.
5. Click Save.
Notes:
- If you pick Only certain cards, choose at least one — otherwise switch back to All cards, or the scanner can't accept anything.
- Review assignments now and then to keep access tidy.
Device permissions (top-up, manager actions, today's totals, undo)
In the same settings, under Permissions, four switches control what staff using this device can do:
- Can top up store credit — lets them add credit a customer already paid for.
- Can use manager actions — lets them add points by hand, set a balance, and reset a card.
- Can see today's totals — lets them see the shop's store-credit top-ups and spending for the day, with customer names, and undo a mistake made on this device. See Today's Store Credit on the Scanner.
- Can undo other devices' transactions — with Can see today's totals on, lets them also undo a top-up or spend made on another device in this shop or on the dashboard, for example when two tills share one cash drawer. Credit a customer has already spent is still fixed on the dashboard. Manager actions don't include this.
Only Owners and Admins can turn these on or off. Everyone else sees the switches, greyed out, with a note explaining why.
New scanners start with all four off. A scanner created before these switches existed keeps Can use manager actions on, and the other three off, so nothing changes for it until you review it.
The Top up action on the Scanner app only appears when Can top up store credit is on.
Ask for a note after each scan
Open Locations → the shop → Scanners → the scanner, and under Permissions switch on Ask for a note after each scan. The Scanner app then asks staff for a note, such as the check number, right after every scan. On a card that levels up by visits it asks after every visit that counts; a second scan inside the gap between visits doesn't count, so it doesn't ask. Staff can skip it.
You see the note in Customers → the customer → Activity, next to the Visit or points it belongs to, and in the customer export. Each counted visit is its own line in Activity.
This is set per scanner, so one till can ask while another doesn't. Only Owners and Admins can change it. It replaces the Always add notes on action switch that used to be on the Scanner app's home screen: a phone that had it on keeps asking, and once the phone has the latest app that switch is gone from the app and the setting shows On here.
Products on this scanner
In the same settings, cards that sell specific products or rewards get one more block: Products on this scanner. A store-credit card with prices gets it too — its prices are the products, shown under Redeem only, since a store-credit card never earns by product.
1. Under the card's name, choose: - All products (default) — this scanner shows everything on the card. - Only these — tick which ones show, separately under Earn and Redeem.
2. Leave a side with nothing ticked and it still shows every product on that side — ticking only narrows the side you touch.
3. Click Save.
Staff at that device then see only what you ticked. Leave exactly one product ticked on a side, and the scanner replaces the list with one big button instead — e.g. "Basketball Win · +1" — one tap awards or redeems it, no picking from a list.
Example: an arcade runs one "Prize Points" card with a phone at each game booth. The basketball booth's scanner has only Basketball Win ticked under Earn — staff there see a single button, tap it, done. The ring-toss booth is set to only Ring Toss. A café with a separate bakery counter can do the same: that counter's scanner is set to only the bakery items, instead of showing drinks and sandwiches nobody there sells. A store-credit card works the same way on the Redeem side — an arcade selling games off a single "Arcade Credits" card can tick just Laser Tag at the laser-tag booth's scanner so staff there get one button for that price. See Prices for setting up a store-credit card's prices.
Notes:
- Editors and above can change this — unlike Device permissions above, it doesn't need an Owner or Admin.
- Can use manager actions still guards typing a number by hand. If it's off for this device, staff on a restricted side can't type their own points, amount spent, or a deduction either — turn it on to allow that again.
- A store-credit card only ever shows the Redeem side here, listing its prices — there's no Earn side to restrict, since store credit never earns by product. A store-credit card with no prices set doesn't get this block at all.
- Any earning limits you've already set (per device or per program) still apply on top.