# Cashier management: shifts, cash drawers and staff permissions

> In Wave POS each till works in shifts: an opening float, cash in and out, and a counted close that shows whether the drawer is over or short. Several cashiers can share one drawer, each switching in with their own PIN, and every sale records who made it. Roles and permissions decide who can do what, and an audit log records who did it.

- **Shifts with a counted close**: Opening float, cash in and out, and a count at close that shows the variance.
- **Cashiers switch in by PIN**: Several cashiers share one drawer, and every sale records who made it.
- **Manager PIN for big changes**: Large discounts and price changes need a manager’s PIN at the till.
- **An audit log**: A record of who did what and when, for the people you allow to see it.

## How shifts work

A shift is one cash drawer session on one till. It opens with a float, records every sale and every cash in and cash out, and closes with a count of the cash in the drawer.

1. **Open** the shift with the float, the coins and notes you start with for change.
2. **Sell.** Cash sales add to what the drawer should hold. M-Pesa, card and other payments are recorded against the shift but do not count as cash.
3. **Cash in and out.** A float top-up goes in; a bank drop or petty cash comes out, each with a note.
4. **Close** by counting the cash. Wave POS compares the count with what the drawer should hold and shows the variance: over, short, or balanced.

Here is a Saturday at a minimart in Kisumu:

| | KSh |
| --- | --- |
| Opening float | 5,000 |
| Cash sales | 48,350 |
| Bank drop at 2 pm | −30,000 |
| Petty cash for KPLC tokens | −500 |
| **Expected in the drawer** | **22,850** |
| Counted at close | 22,700 |
| **Variance** | **150 short** |

A KSh 150 shortage on the day it happens is easy to look into. Found a month later in a notebook, it is not. Our guide to [cash drawer reconciliation](https://wavepos.app/guides/cash-drawer-reconciliation) covers the count in detail.

## Several cashiers, one drawer

Several cashiers can share one drawer without closing the shift. Each has their own PIN, and whoever takes over the till switches in with theirs. Every sale records the cashier who made it, so the dashboard and reports show sales per cashier even when the drawer was shared.

A cashier who steps away locks the screen. The shift stays open, but nobody can sell until a cashier picks their name and enters their PIN. PINs are checked on the till itself, so cashiers can switch even with no connection.

## A manager's PIN for large discounts and price changes

Cashiers can give discounts up to a percentage you set. A larger discount, or a change to an item's price at the till, needs a manager to enter their PIN there and then. The manager does not have to sign in or take over the till, and the PIN is checked on the till itself, so approvals work while it is [offline](https://wavepos.app/features/offline-pos) too.

## Roles and permissions

Wave POS comes with four roles: Owner, Manager, Cashier and Stock Clerk. Each role is a set of permissions, and you can create roles of your own with the permissions you choose.

Permissions are specific. They include giving discounts, giving discounts above your limit, changing prices at the till, selling on account, processing returns, voiding sales, approving stock adjustments, viewing and exporting reports, and seeing the audit log. You might create a Senior Cashier role that can process returns but not void sales, or a Supervisor who can approve discounts but not change prices in the back office.

## Managers close and reopen shifts from the back office

If a cashier goes home without closing, a manager can close the shift from the back office, entering the cash they counted. If a shift was closed too early, a manager can reopen the till's last shift, with a reason. The till takes the shift back the next time it syncs.

Closing and reopening shifts from the back office is a permission of its own, so you decide which managers can do it, and the shift keeps a record of who closed or reopened it.

## Shift reports and the shifts report

When a shift closes, the till prints a shift report, often called a Z-report: sales, payments by method, cash in and out, and the count against what was expected.

In the back office, the shifts report lists every shift with its till, who opened and closed it, its sales, the expected cash, the count and the variance. Read down the variance column and a till, or a cashier, that is often short stands out. It exports to Excel, CSV or PDF like the other [sales reports](https://wavepos.app/features/sales-reports).

## An audit log of who did what

The audit log records who did what and when, such as a change to a product's price or a customer's credit limit. When something looks wrong, it tells you who to ask. Seeing the audit log is a permission, so you choose who has it. More ways to keep stock and cash where they belong are in our guide to [preventing shop theft](https://wavepos.app/guides/prevent-shop-theft).

## Frequently asked questions

### What is a shift report?

A summary of one cash drawer session, printed when the shift closes: sales, payments by method, cash in and out, and the cash counted against what the drawer should hold. In Wave POS it shows the variance too, so you know straight away whether the drawer is over or short.

### Can several cashiers use one till?

Yes. Several cashiers share one drawer and switch in with their own PIN, without closing the shift. Every sale records who made it, so you can still see what each cashier sold on the dashboard and in the sales report.

### How do I stop cashiers giving big discounts?

Set the discount percentage cashiers may give on their own. Anything above it needs a manager’s PIN at the till, and so does changing an item’s price. You can also take the discount permission away from a role altogether.

### Can a manager reopen a closed shift?

Yes. A manager with permission can reopen a till’s last shift from the back office, with a reason, and the till takes it back the next time it syncs. Managers can also close a shift that a cashier left open, entering the cash they counted.

### What staff roles does Wave POS have?

Four to start with: Owner, Manager, Cashier and Stock Clerk. Each is a set of permissions, such as giving discounts, voiding sales or approving stock adjustments. You can also create your own roles with exactly the permissions you choose.

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Source: https://wavepos.app/features/staff-and-shifts
Last updated: 2026-10-11