Secure access: PIN code, passwords and sessions

Why it matters

In a shop, several people use the same computer or register. If everyone uses the boss's account, anyone can see and change everything, and an employee who leaves keeps access. Genuka gives each person their own way to sign in, including a quick PIN code for the counter, and closes sessions when a password or rights change.

Summary

Genuka has no single "Security" screen. Access security rests on:

• one access per person (see "Invite a team member");
• the sign-in methods: email and password, WhatsApp or email codes, Google, and Code + PIN;
• closing sessions when a password, a role or permissions change;
• the rights of each role (see "Create a role and choose its permissions").

Before you start

• Setting the PIN or changing another member's password: be an administrator. A manager (Manager role) can edit a member's profile but not their password.
• Removing a member: be an administrator.

Sign-in methods

Code + PIN does not appear on the sign-up screen: it never creates an account.

Steps: set up PIN sign-in

1. Get your business code: Settings › Company › Company Info, Company code field, Copy code button.
2. Settings › Company › Team, open the member.
3. In the PIN Authentication block, turn on the switch and type the 4-digit PIN (PIN (4 digits)).
4. Save.
5. Give the member the company code and their PIN. At sign-in, they choose Code + PIN, type the Company code, Continue, then their PIN.

The browser remembers the company code: next time, it is already filled in.

Steps: change a password

• Yours: Menu › Advanced › My Account, Password field, then Save.
• A member's (administrator): their record in Settings › Company › Team, Password field, then Save.
• Forgot password: on the sign-in screen, Forgot your password?, enter the email, then follow the link you receive.

A new password closes all the account's other sessions: anyone who knew the old one is signed out. The session you made the change from stays open.

Steps: cut an access

• An employee leaves the business: on their record, Delete this account. If they also belong to other businesses, only their access to yours (and to your shops) is removed.
• The business always keeps an administrator: the last administrator cannot be deleted, removed or moved to another role ("You cannot remove the last admin user."). Name another administrator first.
• A device is lost or a password has leaked: change the password of the account concerned. All its sessions, except yours if it is your account, are closed.
• Reduce what a member can do: change their role or permissions. Their sessions are closed and their new rights apply when they sign in again.
• On a shared computer: Logout, in the menu, at the end of the shift.

Edge cases and common mistakes

• The PIN entered when creating the member is not saved. Set it after creation, from their record.
• The PIN is erased if you save the member's record without retyping it. Genuka never sends the PIN back to the screen, so the field is empty when you open it. Retype the PIN each time you save the record, or check afterwards that PIN sign-in still works.
• Give a different PIN to each member. Genuka does not check that a PIN is unique in the business: if two members have the same one, sign-in opens one of the two accounts. Also avoid obvious PINs (1234, 0000).
• The PIN is refused although it is right: the PIN only signs in to the member's active business. A member who also works for another business must sign in another way, then switch business.
• Too many attempts: after several wrong PINs or passwords in a short time, Genuka temporarily refuses attempts. Wait a few minutes.
• An employee cannot save their My Account page: only administrators, managers and accounts with users.* can save a record. Others change their password with Forgot your password?, and an administrator sets their PIN.
• "Link Google from your profile": the sign-in message suggests it, but the profile does not offer this button yet. Sign in with your usual method.

FAQ

Does Genuka offer two-factor authentication? No, not today. One-time codes on WhatsApp or by email do, however, spare you from remembering a password.

Can I see the devices signed in to an account? No, there is no list of sessions. To close them all, change the account's password.

Is the PIN stored in plain text? No, it is saved in encrypted (hashed) form, like the password.

What is the "Security policy" page on the Genuka website? It is a public text describing how Genuka protects the platform. It is not a setting of your account.

See also

• Invite a team member (inviter-membre)
• Create a role and choose its permissions (roles-permissions)
• Access rights, roles and permissions (droits-et-permissions)
• Fill in your business information (parametres-entreprise)