Learn how to train employees on the K-Series Restaurant POS app so they can take orders with ease. With the training users feature, new employees can practice processing orders without affecting your restaurant's sales totals to get hands-on experience at the POS.

How to train employees

Here are some recommendations for how to approach training employees on the Lightspeed Restaurant POS app:

• Follow our training checklist to learn the workflows employees need to know to operate the Lightspeed Restaurant POS app.
• If your account is in setup mode, all transactions processed at the POS are deleted automatically when you go live. 
• After going live, set up training users to help new employees learn how to use Lightspeed.
• Training users can run transactions at the POS that are kept separate from actual customer orders in, or omitted from, most Lightspeed reports. To learn more, visit the Reporting on training orders section. 

Setting up training users

Training users can process transactions in the Restaurant POS app that are kept separate from actual customer orders in most Lightspeed reporting. This allows new employees to practice using Lightspeed without affecting the restaurant's sales data.

There are three main steps to setting up training users:

1. Create a training POS user group
2. Assign POS users to the training group
3. Generate PIN and QR codes for the training users

1. Create a training POS user group

User groups organize your POS users and allow you to manage permissions for many users at once. Create a POS user group for training users to keep them separate from fully-trained employees and give them all training permissions.

1. Log in to the Back Office with your Lightspeed Restaurant account credentials.
2. From the main navigation menu, select Configuration > Users > POS user groups.
3. Click Create a new POS user group.
4. Enter Training as the group name, then click OK. 
5. Click the down arrow next to the new user group, then select Configure.
6. Enable User is in training, transactions aren't committed in the POS user permissions section.
   
7. Configure the remaining user group permissions and settings as desired. To learn about each, visit our Creating user groups article.
8. Click Save to save the user group and return to the list of all POS user groups.
9. Follow the steps in the next section to assign POS users to the training group.

2. Assigning POS users to the training group

When you assign individual POS users to a training group, they receive all of the permissions configured for that group. Assign POS users to the training group you previously created to allow them to access the POS in training mode.

1. Select Configuration > Users > POS user groups from the Back Office navigation menu.
2. Click Edit members next to the training user group you created previously.
3. Use the dropdown menu to select a user, then click the + to add them to the group. 

   Important: When the employee is done training, add them to a different user group to change them from a training user to a normal POS user. To do this, click Remove from group on this page, then repeat steps 1–3 in this section.

   
4. (Optional) Repeat step 3 as needed to add additional users to the training group.
5. Follow the steps in the next section to generate PIN and QR codes for training users.

3. Generating PIN and QR codes for training users

A PIN code and QR code are required for all training users and are needed for logging in to the POS. Because training users do not appear on the POS Home screen, they cannot log in if they do not have both of these codes.

1. Select Configuration > Users > POS users from the Back Office navigation menu.
2. Click Configure next to a user from the training user group.
3. Select Change pin code.
   
4. Enter a unique 4-digit code.
5. Click OK to save.
6. Click Enable QR code login.
   
7. Click the arrow circle icon under the QR code to print or save it. 
8. Give the PIN and QR codes to the employee that this training user represents.

   To learn how to log into the POS as the training user, see the Using training mode on the POS section.

9. (Optional) Repeat steps 1–8 for each additional user in the training group.

Using training mode on the POS

Learn how training users log into the Restaurant POS app to practice processing orders in training mode. Transactions run while the training user is logged in are kept separate from actual customer orders in most Lightspeed reporting.

1. Open a sales period in the Lightspeed Restaurant POS app.

   Note: Training users cannot log in without an open sales period.

2. From the Home screen, tap Scan QR code.
   
3. Place a training user's QR code in front of the POS device's camera.
4. Enter the PIN code for the training user. 
5. Tap Yes to acknowledge that you will use training mode carefully and for staff training purposes only.
   
6. When finished training, tap Log out to return to the Home screen.

   Important: Logging out ensures that additional transactions aren't processed in the training user's name. The next employee to use the POS must then log in under their own user record. 

Reporting on training orders

Orders that training users process are kept separate from actual customer data in most Lightspeed reporting or omitted altogether. Refer to the tables below to learn more about specific reports as it relates to training transactions.

POS reports

Back Office reports