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Set up and manage PIN switching

Learn how to set up, enable, and manage PIN switching in your workspace, allowing team members to securely access and manage their workspace from a shared device using their unique PIN.

In this article

  • How PIN switching works
  • Setting up PIN switching
  • Enabling PIN switching
  • Managing PIN switching
  • Disabling PIN switching

How PIN switching works

PIN switching provides you and your team members with individual PIN codes that are required to access your Fresha workspace.

Enabling PIN switching adds an extra layer of protection when accessing your workspace in Fresha and also allows team members to quickly log in to their workspace when using a shared device in your salon. For example, on a shared device, team members can enter their PIN to access their individual workspace and check out their clients’ appointments.

PIN switching allows you to:

  • Choose which team members receive a PIN code. Each member will get an email with a secure link to access their account and generate their PIN.
  • Enable automatic screen locking when the device is inactive or after checkout, requiring the next user to enter their PIN to regain access.

If a team member doesn't have PIN switching enabled and the account is locked, they need to log out and log back into their own account using their email.

Setting up PIN switching

Anyone with permission to configure PIN switching can enable this setting for the workspace.

  1. From the main menu on the left of your screen, go to Settings. 

  2. Click on the Team category to access permission settings.Group 30711.jpg

  3. In the left menu panel, select PIN switching and click on the Enable button to activate this for your workspace. Group 30714.jpg

  4. Under Auto-lock tick the checkbox next to each of the following:

    1. Lock screen when inactive: tick the checkbox to enable, and use the dropdown menu to set inactivity duration before the screen locks. Group 30713.jpg
    2. Lock screen after checkout: tick the checkbox to require team members to enter their PIN after checking out any appointment.Group 30716.jpg

  5. Under Select style, choose a theme for your lock screen appearance. Click on the Preview button to view each selected style.Group 30713 (1).jpg

  6. In the top right of your screen, click on Continue to save your changes.Group 30713 (2).jpg

  7. Next, unselect the checkboxes to remove team members from receiving a PIN code. By default, all team members will be selected for PIN switching.Group 30717.jpg

  8. In the top right of your screen, click on Continue to review your PIN code settings.Group 30717 (1).jpg

  9. Click on Enable in the top right of your screen, to activate PIN switching for your account.Group 30718.jpg

  1. From the main menu at the bottom of your device, tap on More (grid icon) and open Settings.
  2. Tap on Team and then select PIN switching.
  3. In the top right of your device, tap on Actions (three dots) and select Enable to activate this feature for yhour workspace.
  4. Under Auto-lock tick the checkbox next to each of the following:
    1. Lock screen when inactive: tick the checkbox to enable, and use the dropdown menu to set inactivity duration before the screen locks. 
    2. Lock screen after checkout: tick the checkbox to require team members to enter their PIN after checking out any appointment.
  5. Under Select style, choose a theme for your lock screen appearance. Tap on the Preview button to view each selected style.
  6. At the bottom right of your device, tap on Continue to save your changes.
  7. Next, unselect the checkboxes to remove team members from receiving a PIN code. By default, all team members will be selected for PIN switching.
  8. At the bottom right of your device, tap on Continue to review your PIN code settings.
  9. Tap on Enable button at the bottom right of your device to activate PIN switching for your account.

Each team member selected during the initial setup will receive an email with a secure link to access their PIN code. This link is only sent once. After that, team members won’t receive new emails if you edit, add members, or disable and re-enable PIN switching. They can always access their PIN through their personal profile.

Enabling PIN switching

  1. From the main menu on the left of your screen, go to Team. 
  2. Select Team members from the left menu panel.Group 30719.jpg
  3. Click on a team member to open their team member profile, then click on the Actions button and then Edit.Group 30720.jpg
  4. In the left menu panel of their team member profile, select Settings.
  5. Toggle on the PIN switching feature to enable it for this team member.Group 30721.jpg
  6. In the top right of your screen, click Save to update your changes.Group 30722.jpg
  1. From the main menu at the bottom of your device, tap on More (grid icon) and open Team.
  2. Select Team member to view your team member list.
  3. Tap Actions (three dots) next to the team member you want to edit, and select Edit from the panel.
  4. From the team member profile, select Settings from the menu bar at the top to open their workspace settings. 
  5. Use the toggle next to PIN switching to enable PIN switching for this team member.
  6. Tap on the Save button at the bottom of your device to update your changes.

View your PIN code

Members with a PIN code can also access it from their account profile.

  1. From the toolbar in the top right of your screen, click the Profile icon and select Personal settings.Group 30723.jpg

  2. In the left menu panel, click on Workspaces and select Manage next to the workspace you want to view the PIN for.Group 30724.jpg

  3. Under Workspace PIN code, click on the visibility eye icon for your PIN code.Group 30725.jpg

  4. Enter your account password and select View PIN. 

  5. You can also access your PIN code by selecting Options and choosing either:

    1. Send PIN by email: Resend yourself the email containing the link to view your PIN.
    2. Get new PIN: Request a new PIN to be sent via email.
    3. View PIN: A verification code is sent to you via SMS. Enter the 4-digit code into the boxes provided.Group 30726.jpg

  1. Tap on the Profile icon in the top right of your device, and then select Workspaces.

  2. Below the workspace you would like to view your PIN to access, tap on the Manage button.

  3. Under Workspace PIN code, tap on the visibility eye icon for your PIN code.

  4. Enter your account password and select View PIN. 

  5. You can also access your PIN code by selecting Options and choosing either:

    1. Send PIN by email: Resend yourself the email containing the link to view your PIN.
    2. Get new PIN: Request a new PIN to be sent via email.
    3. View PIN: A verification code is sent to you via SMS. Enter the 4-digit code into the boxes provided.

Lock the workspace screen

Once PIN switching is enabled, you need to manually lock your screen to activate the feature. This works on any signed-in device. Remember to retrieve your PIN code before locking the screen.

  1. From the toolbar in the top right of your screen, click the Profile icon and select Lock screen.Group 30727.jpg
  2. The lock screen will appear, prompting you to enter your PIN to re-enter the workspace.Screenshot 2025-12-08 at 18.07.58 1.jpg
  1. Tap on the Profile icon in the top right of your device and select Lock screen.
  2. The lock screen will appear, prompting you to enter your PIN to re-enter the workspace.

Managing PIN switching

To activate updates to your PIN switching settings, lock your screen once the changes have been made.

Edit PIN switching settings

  1. From the main menu on the left of your screen, go to Settings. 
  2. Click on the Team category to access permission settings.Group 30711.jpg
  3. In the left menu panel, select PIN switching and select Edit to update your PIN switching settings.Group 30728.jpg
  4. Update the PIN switching settings as needed and in the top right of your screen, click Save to update your changes.Group 30729.jpg
  1. From the main menu at the bottom of your device, tap on the More icon and open Settings.
  2. Tap on Team and then select PIN switching.
  3. Select Edit to update your PIN switching settings.
  4. Update the PIN switching settings as needed and  tap on Save at the bottom of your device to update your changes.

When you add a new team member, you must edit your PIN switching settings to manually send them a PIN.

Reset PIN codes for team members

Resetting PIN codes sends a new PIN to team members via email, enabling them to access the workspace.

  1. From the main menu on the left of your screen, go to Team. 
  2. Select Team members from the left menu panel.Group 30719.jpg
  3. Click on a team member to open their team member profile, then click on the Actions button and Reset PIN code to reset the PIN for the team member.Group 30732.jpg
  4. In the pop-up, click Reset to confirm changes.Group 30731.jpg
  1. From the main menu at the bottom of your device, tap on More (grid icon) and open Team.
  2. Select Team member to view your team member list.
  3. Tap Actions (three dots) next to the team member you want to edit, and select Edit from the panel.
  4. From the team member profile, select Actions (three dots) and Reset PIN code to reset the PIN for the team member.
  5. In the pop-up, tap on Reset to confirm changes.

Team members will receive an email with a link to view their new PIN codes once reset.

Disabling PIN switching

You can choose to disable the PIN switching feature for your whole workspace or or individual team members.

Disable PIN switching for your workspace

  1. From the main menu on the left of your screen, go to Settings. 
  2. Click on the Team category to access permission settings.Group 30711.jpg
  3. In the left menu panel, select PIN switching and select Disable to remove PIN requirements to access your workspace.Group 30728.jpg
  4. In the pop-up, click on Disable again to confirm your changes.Group 30733.jpg
  1. From the main menu at the bottom of your device, tap on More (grid icon) and open Settings.
  2. Tap on Team and then select PIN switching.
  3. Select Disable tp remove PIN requirements to access your workspace.
  4. In the pop-up, tap on Disable again to confirm your changes.

Disable PIN switching for team members

  1. From the main menu on the left of your screen, go to Team. 
  2. Select Team members from the left menu panel.Group 30711.jpg
  3. Click on a team member to open their team member profile, then click on the Actions button and then Edit.Group 30734.jpg
  4. In the left menu panel of their team member profile, select Settings.
  5. Toggle off the PIN switching feature to disable it for this team member.Group 30735.jpg
  6. In the top right of your screen, click Save to update your changes.Group 30736.jpg
  1. From the main menu at the bottom of your device, tap on More (grid icon) and open Team.
  2. Select Team member to view your team member list.
  3. Tap Actions (three dots) next to the team member you want to open, and select Edit from the panel.
  4. From the team member profile, select Settings from the menu bar at the top to open their workspace settings. 
  5. Untoggle PIN switching to disable PIN switching for this team member.
  6. Tap on the Save button at the bottom of your device to update your changes.

FAQs

    • If a member forgets their PIN code when trying to log in, they can access the workspace using the following option on the lock screen:

      • Login with email:
        Log in manually using the account email address and password.

      No, it’s not possible to switch between different workspaces. PIN codes are linked to a specific personal account which has access to one workspace.

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