Terminal Users

Terminal Users allow multiple employees to share one Captivated login on the same computer or workstation while maintaining individual accountability.

The shared account is the Terminal User. Each person using that account has their own Terminal Identity and unique PIN.

This is ideal for businesses where multiple employees share a device, such as:

• Restaurants
• Retail stores
• Salons
• Pet care businesses
• Hospitality
• Front desks or service counters

Terminal Users must first be enabled for your Captivated account. If you don’t see this option, contact Captivated Support.

How Terminal Users Work

Instead of every employee signing in and out of Captivated with a separate username and password, the shared device stays signed into one Terminal User account.

Each employee enters their individual PIN when it’s their turn to use Captivated.

This gives your team a simplified shared login while still allowing Captivated to identify which Terminal Identity is using the workstation.

Create a Terminal User

Administrators can create and manage Terminal Users.

1. Go to Administration → Users.
2. Create the User that will be used for the shared device.
3. Open the User and select Edit User.

Terminal Users include two additional settings:

• PIN Number Length — Determines the number of digits used for generated PINs.
• Lock Screen In (minutes) — Determines how long the workstation can remain inactive before Captivated automatically locks and requires a PIN again.

Choose an automatic lock time that makes sense for how the workstation is used.

Add Terminal Identities

Once the Terminal User is created:

1. Open the User.
2. Select the Terminal Identities tab.
3. Select + Add Identity.
4. Add an identity for each person who will use the shared workstation.

Each Terminal Identity receives their own unique PIN.

From the Terminal Identities tab, Administrators can also:

• Edit an identity
• Remove an identity
• Generate a new PIN

Each employee should have their own Terminal Identity and PIN. PINs should not be shared between employees.

Save Each Employee’s PIN

A Terminal Identity’s PIN is only displayed when it is generated.

Once the PIN is hidden, it cannot be viewed again.

If an employee forgets their PIN, an Administrator must generate a new one. The previous PIN will no longer work.

Changing PIN Number Length does not change PINs that have already been generated. If you change the PIN length and want existing employees to use the new length, you must regenerate each identity’s PIN.

That’s an important detail I would definitely include. Otherwise an admin could change the setting from four to six digits and reasonably assume they just changed everyone’s PIN requirements.

Sign In on the Shared Device

Sign in to Captivated using the Terminal User’s shared login credentials.

Once the Terminal User is signed in, employees use their individual PINs to unlock Captivated.

When prompted, the employee enters their PIN to begin working under their Terminal Identity.

If an incorrect PIN is entered, Captivated will ask them to try again.

See Who Sent a Message

Messages are still sent on behalf of your organization, but Captivated allows you to identify which Terminal Identity sent a message.

Hover over the identity icon next to a sent message to see which employee sent it.

If a profile photo isn’t available, the employee’s initials may appear next to the message instead.

This allows multiple employees to work from the same Captivated account while maintaining accountability for customer communication.

Switch Between Employees

When an employee is finished using Captivated, select the lock icon in the top bar.

The Terminal User remains signed in, but Captivated returns to the PIN screen.

The next employee can enter their own PIN and continue working under their Terminal Identity.

Employees should lock Captivated when handing the shared device to another person rather than waiting for the automatic timeout.

Automatic Lock

If someone forgets to manually lock the workstation, Captivated will automatically lock after the amount of inactivity configured under Lock Screen In (minutes).

Once locked, a PIN is required to access Captivated again.

Log Out of the Shared Device

Locking and logging out are different:

• Lock keeps the Terminal User signed in and allows another employee to enter their PIN.
• Log Out ends the Terminal User’s Captivated session completely.

To completely sign out of Captivated, select Log Out from the PIN lock screen.

This is useful when the shared device should no longer remain signed into the Terminal User account.

Terminal User Access

Terminal Users have a simplified Captivated experience designed for shared workstations.

The navigation contains the primary tools needed for working with customer Messages and Contacts, rather than all of the options available through a standard Captivated User account.

This is expected behavior for a Terminal User.

Need Help?

If you’d like to enable Terminal Users for your organization or need assistance setting up a shared workstation, contact Captivated Support using the Support option in the left-hand menu.