Managing Security PINs in Kayana
Last updated Jan 22, 2026
Managing Security PINs in Kayana: Protecting Sensitive Actions and Ensuring Accountability
Security PINs help you control access to sensitive actions across Kayana platforms. Instead of relying on a single password, you can assign specific PINs to high-risk actions, ensuring only authorised staff can perform them.
All Security PINs are managed from Kayana Partner Admin, but they apply across different systems such as EPOS, kiosks, card terminals, and business apps.
What Are Security PINs?
Security PINs are short numeric codes used to protect critical actions such as refunds, order rejection, cash handling, reporting, and payment configuration.
Each PIN:
- Applies to a specific platform (for example, EPOS or Partner Admin)
- Is triggered only when a protected action is attempted
- Helps reduce errors, misuse, and unauthorised access
Where Kayana Security PINs Are Managed
All Security PINs are configured in Kayana Partner Admin, even though they may be used on different devices.
To access Security PIN settings:
- Log in to Kayana Partner Admin
- From the left-hand menu, select Settings
- Select Security Pins
You’ll see Security PINs grouped by platform.
EPOS Security PINs
These PINs are enforced directly on your Kayana EPOS device.
Reject Orders PIN
Required when cancelling or rejecting an order that has already been sent to the till. This helps ensure orders are not rejected without authorisation.
Refund PIN
Required to process full or partial refunds from the Order History screen on EPOS. This protects against unauthorised money-back transactions.
Hidden Settings PIN
Required to access Secret Settings on EPOS. These settings include controls such as enabling or disabling card payments and Pay Later modes.
Cash Drawer PIN
Required to manually open the cash drawer without a sale (a “No Sale” action). This helps track and control physical cash access.
Card Reader Settings PIN
Required to pair, unpair, or reconfigure the card terminal connected to EPOS. This prevents accidental disruption to card payments during service.
Reports PIN
Required to view or generate sensitive sales reports (such as Z Reports) directly on the EPOS device.
Cash Float PIN
Required when:
- Entering the opening cash amount at the start of a shift
- Recording cash drops during the day
This helps ensure the till balances correctly.
Partner Admin Security PINs
These PINs control access to sensitive actions performed directly in Partner Admin, such as configuration and financial settings. When enabled, users will be prompted for a PIN before completing protected admin actions.
Card Terminal Security PINs
These PINs apply specifically to card terminals and related payment actions. They help prevent unauthorised changes to terminal configuration or payment settings.
Partner App Security PINs
Partner App PINs apply to staff using the Kayana Partner App. They protect sensitive actions carried out from mobile or tablet devices.
Business App Security PINs
Business App PINs control access to sensitive actions within the Kayana Business App, such as reporting or financial visibility.
Important Notes About Security PINs
- PINs are platform-specific — an EPOS PIN will not work in Partner Admin or vice versa
- All PINs are set and updated from Partner Admin
- Changes apply immediately once saved.
Next Steps
Set up your card payment account: If you haven’t already, follow How to Set Up Your Card Payment Account to ensure card payments are correctly enabled.