FixedFixed: an invoice would not take payment again after a payment was deleted

Exchange Approval & Security PIN

3 min read

Published June 27, 2026

Who Can Approve

Exchange permissions follow the same trust model as refunds.

  • Admin, completes exchanges instantly and can approve others'.
  • Manager, completes exchanges instantly and can approve others'.
  • Cashier, can start an exchange; it waits for approval before anything is applied.
  • Technician, cannot perform exchanges.

Approving with a Security PIN

The security PIN lets a manager approve a cashier's exchange right at the counter, without switching devices.

  1. The cashier builds the exchange and confirms it, a 'Waiting for approval' popup appears.
  2. An Admin or Manager enters their security PIN directly in that popup.
  3. Fixmo verifies the PIN belongs to an Admin or Manager in your shop and applies the exchange immediately.
  4. The exchange records who approved it and that it was approved via PIN.

Warning

Keep your security PIN private. Anyone who knows it can approve exchanges in your name. You can change or remove it any time from your profile.

Approving from Your Own Account

Approvers do not have to be at the counter. From the exchange (or its notification), an Admin or Manager can Approve or Reject from their own device. The cashier's pending popup updates automatically within a couple of seconds, completing the exchange on approval, or closing it on rejection.

Frequently asked questions

Exchanges started by a Cashier are held in a Pending state until an Admin or Manager approves them. This prevents items being swapped, especially a cheap item for an expensive one, without oversight. Admins and Managers complete exchanges immediately with no Pending step.

When a cashier starts an exchange, a popup appears saying approval is required. An Admin or Manager can either approve it from their own account, or simply type their numeric security PIN into the popup on the cashier's screen to approve it on the spot, without logging in on the cashier's device.

The pending popup checks the request status every couple of seconds. The moment an Admin or Manager approves or rejects it, whether from their own account or by entering a PIN, the popup updates automatically: the exchange completes, or it closes as rejected.

Only Admins and Managers can set a security PIN, because only they can approve exchanges. The PIN is set on your profile page and can be a 4-digit or 6-digit numeric code. This is the default; the shop owner can change it in Settings, Roles and Permissions.