Linkly: Ability to Assign Merchant Users to Each Terminal

Linkly: Ability to Assign Merchant Users to Each Terminal


Overview

Managers and super-staff can now control which staff members are allowed to take payments on each Linkly terminal. Once a user is assigned to a terminal, that terminal becomes available to them as a payment option. Users who aren't assigned to any terminal won't see the Terminal payment option at all.

This gives merchants a way to make sure a charge only ever goes to the pinpad the staff member is actually standing at, and keeps front-of-house staff from accidentally selecting a terminal at another gate or location.

Who can manage terminal assignments

Anyone with access to the Linkly page can assign or unassign users on a terminal. This includes:

  • Managers
  • Super-staff

Assigning users to a terminal

  1. Go to the Linkly page and open the Terminals table.
  2. Click on the row for the terminal you want to update. This opens the Update terminal drawer.
  3. In the drawer, you can:
    • Edit the terminal's name
    • Edit the terminal's status (Active/Inactive)
    • Use the search field to find a specific user
    • Browse the list of merchant users, each shown with their name and email address
  4. Users already assigned to the terminal are marked with a tick. To assign a new user, tick their name. To unassign a user, clear their tick.
  5. Click Save to apply your changes.

Assigning and unassigning are both done from this same drawer, and nothing is applied until you save.

A few things to know about how assignment works:

  • A single user can be assigned to multiple terminals.
  • A single terminal can have multiple users assigned to it.
  • If the merchant account only has one user (the manager), the list will show just that one user.

Viewing assigned users from the Terminals table

The Users column in the Terminals table shows how many users are currently assigned to each terminal. If no users are assigned, the column shows 0.

Re-pairing a terminal

If a terminal has been reset or physically moved, use the Re-pair terminal option to connect it again. Pairing a terminal always replaces any existing pairing, so this is safe to use any time the terminal needs to be reconnected.

Since passwords aren't stored, you'll be prompted to re-enter the terminal password when re-pairing.

Re-pairing keeps the terminal's existing sandbox or live setting; you can't switch a terminal between sandbox and live this way. If you need to move from testing to production (or vice versa), deactivate the existing terminal and pair a new one instead.

Live vs. sandbox terminals

Each terminal in the list shows whether it's a Live or Sandbox terminal, so staff and managers can tell at a glance which terminals are processing real payments versus test transactions.

How assignments behave over time

  • Deleting a user automatically removes all of their terminal assignments.
  • Deactivating a terminal keeps its user assignments in place. If the terminal is reactivated later, the same users are restored, no need to reassign anyone.
  • Deactivated terminals are not offered to users as a payment option, even if they're still assigned to it.
  • Assignment changes take effect the next time a user starts a new payment. If a payment is already in progress when an assignment changes, that payment is not interrupted.
  • A user with no terminal assignments will not see the Terminal payment option at all when taking a payment.

History log

Every update to a terminal is recorded in the history log, including:

  • Renaming the terminal
  • Assigning or unassigning users
  • Re-pairing the terminal

This gives managers a clear record of who changed what, and when.