Use Staff PINs and Auto-Lock

When to use this

Use this article when you need to use Staff PINs and Auto-Lock in Topo. The main staff surface is staff account menu and lock screen. It is written for Owners, Managers, Front Desk.

What this covers

• Why PINs protect shared front-desk devices

• Setting/changing PINs

• Unlocking

• Staff PIN versus kiosk PIN

• Forgot-PIN manager flow

Before you start

• Open staff account menu and lock screen.

• Use your gym-specific staff URL and staff credentials, not a member magic link.

• If a menu, button, or report is missing, check your staff role and assigned locations first.

Steps

1. Open your staff account menu and choose the PIN setup or PIN change option.

2. Create a PIN that only you know. Do not reuse the kiosk PIN or share it with other staff.

3. When a shared device locks, choose your staff user and enter your PIN to return to the staff app.

4. Use the password sign-in flow if you forgot your PIN, then set a new PIN from your account menu.

5. Ask an owner or manager to review staff accounts if a former employee still appears on the lock screen.

What happens after saving or completing this

• The change is reflected in the relevant staff screen and activity history.

• If the workflow affects members, payments, access, inventory, or email, review that downstream area before moving on.

Common issues and fixes

• A staff PIN is not the kiosk PIN. Staff PINs unlock staff sessions; kiosk PINs control the public check-in device.

• If you forget your PIN, sign in with email/password and set a new one.

• If the wrong person is signed in on a shared device, lock the staff app and unlock as the correct staff user.

• You are on the wrong gym URL: switch to the staff URL for the gym you are working in, then sign in again.

• The page is blank or a menu is missing: ask an owner or admin to review your role permissions and assigned locations.

• A member sign-in link does not work for staff access: staff sign in with staff email/password and may use PIN unlock on shared devices.

Related articles

• Navigate the Staff App

• Choose a Location and Understand Data Scope

• Use Dashboard Search, Activity Feed, and Action Items