PosWolf Help
Everything you need to know
A screen-by-screen guide written in plain English — no tech knowledge needed. Click any section in the menu to jump straight to it.
Logging In
Getting into the app
Every time you open PosWolf you'll see the login screen. This keeps your business data safe so only the people you trust can access it.
How to log in for the first time
- 1Open PosWolf
Double-click the PosWolf icon on your desktop or taskbar. The login screen will appear.
- 2Reveal your default credentials
On the login screen, press Ctrl + Shift + W on your keyboard. A secure popup will appear showing your default username and password with a one-click Copy button.
- 3Log in with those credentials
Type or paste the username and password from the popup, then click "Sign in".
- 4Go straight to User Management
The popup will offer to take you there directly. Create your own personal Admin account with your real name and a strong unique password.
- 5Deactivate the default account
Find the default "admin_PosWolf" account in the Users list and click Deactivate. This prevents anyone else from using the factory credentials to access your system.
- 6Log out and log back in
Sign out, then sign in using your new personal Admin account. You are now fully set up.
⚠ IMPORTANT: The default admin account uses the same credentials on every single PosWolf installation worldwide. If you leave it active, anyone who knows PosWolf can log into your system. Deactivate it on day one.
Press Ctrl + Shift + W on the login screen to see the default credentials at any time. The credentials are never published online — this keybinding is the only way to retrieve them.
Forgot your personal password? Ask another Admin to go to Users → find your account → Reset Pwd. If you're the only Admin and you're locked out, contact support.
Passwords are case-sensitive. "PosWolf" and "poswolf" are different passwords. If login fails, double-check capitals.
Dashboard
Your store at a glance
The Dashboard is the first screen Admins and Managers see after logging in. It gives you a live snapshot of how your business is doing today and this week — without needing to dig through any reports.
What you'll find here
- 1Today's sales total
The big number at the top shows how much money has come in today from completed sales.
- 2Today's transactions
How many individual sales have been made today.
- 3Total products
How many active products are in your catalogue.
- 4Low stock warning
A count of products running low (less than 10 units left). Click through to Products to restock.
- 5Sales this week (bar chart)
A bar for each day of the last 7 days showing how much was sold. Taller bar = better day.
- 6Sales by category (pie chart)
A breakdown of which product categories are making you the most money.
- 7Weekly summary
Your total for the week, your daily average, and which day was your best performer.
Cashiers do not see the Dashboard — they go straight to New Sale when they log in.
Hit the refresh button (🔄) at the top right of the dashboard to pull the latest numbers at any time.
Managers only see store-wide totals. In a future update, cashiers will be able to view their own personal stats.
New Sale
Processing a customer transaction
This is where you ring up customers. You pick the products they're buying, add them to the cart, and process payment. It's the screen your cashiers will spend most of their time on.
How to process a sale
- 1Find a product
Use the search bar on the left to type a product name, or scroll through the product list. You can filter by category using the tabs at the top.
- 2Add to cart
Click on a product to add it to the cart on the right side. Click it again to add another unit.
- 3Adjust quantities
In the cart, use the + and − buttons next to each item to change how many the customer is buying.
- 4Remove an item
Click the red × button next to any cart item to remove it completely.
- 5Choose the customer type
Select "Walk-in" for anonymous customers, or "Named Customer" if you know who it is — type their name and phone number.
- 6Apply a reward code (optional)
If the customer has a QR reward code, enter it in the Reward Code box and click Apply. A valid code will show a discount.
- 7Review the total
The cart panel shows the subtotal, any discounts, and the final amount to collect.
- 8Process payment
Click the orange "Process Payment" button. Choose the payment method (Cash, Card, Transfer, or Split), confirm, and the sale is recorded.
After a successful payment, PosWolf automatically prints or generates a receipt and — if a campaign is active — issues a QR reward code to the customer.
The "Process Payment" button stays grey until at least one item is in the cart. Add a product first.
Products showing a red stock pill are running very low. Consider restocking before selling the last units.
Need to add a product that's not in the system yet? Click the "+ Quick Add" button at the top of the product list to create it on the spot.
Payment methods
PosWolf supports four ways a customer can pay:
- Cash — customer pays with physical money
- Card — debit or credit card (you handle the terminal separately)
- Bank Transfer — USSD or mobile transfer
- Split — customer pays part cash, part another method
Reward codes
If you've set up a Loyalty Campaign, customers receive a unique QR code after purchasing. When they come back, they scan or type in that code to redeem their reward — for example, a ₦500 discount. PosWolf validates it automatically.
Products
Managing your product catalogue
The Products page is where you manage everything you sell — from adding new items to updating prices and tracking stock levels. Think of it as your digital stockroom register.
How to add a new product
- 1Go to Products
Click "Products" in the left sidebar.
- 2Click "+ Add Product"
The orange button at the top right opens a form.
- 3Fill in the details
Enter the product name (required), its selling price, cost price, and starting stock quantity. You can also add a barcode/SKU, category, unit of measure, and expiry date.
- 4Set it as Active
Make sure the "Active" toggle is on — inactive products won't appear in New Sale.
- 5Save
Click "Save Product". It immediately appears in your catalogue and is available at the till.
Products with "Is Service" turned on (like repairs or labour) don't track stock — perfect for services you charge for.
Products with 5 or fewer units show a red "low stock" label in New Sale, so your cashiers know to be careful.
You can filter the product list by category, expiry status (Soon, Critical, Expired), or search by name. Use the orange filter pills at the top.
Stock status badges
At a glance, the product list shows coloured stock indicators:
- Green — plenty in stock
- Orange — getting low (less than 10 units)
- Red — very low or out of stock (5 or fewer units)
- N/A — this product is a service, stock is not tracked
Expiry dates
For food, medicine, or any perishable item, you can set an expiry date. PosWolf will flag items using colour-coded badges:
- Ok — expiry is more than 30 days away
- Soon — expiry within the next 30 days
- Critical — expiry within 7 days
- Expired — already past the expiry date
Categories
Organising your products into groups
Categories are labels you assign to products — like "Food & Beverages", "Electronics", or "Personal Care". They help you filter products quickly at the till and see which product groups are making you the most money on the Dashboard.
How to create a category
- 1Go to Categories
Click "Categories" in the left sidebar.
- 2Click "+ New Category"
A form will appear.
- 3Enter the category name
Give it a clear, descriptive name — for example "Household Items" or "Cold Drinks".
- 4Save
Click Save. The category is now available when adding or editing products.
You can edit or delete a category at any time. Deleting a category does not delete the products inside it — they just become uncategorised.
Well-organised categories make your Dashboard pie chart much more useful — you'll immediately see which parts of your business are thriving.
Transactions
Your full sales history
The Transactions page shows a complete record of every sale that has ever been made through PosWolf. You can use it to verify payments, investigate discrepancies, reprint receipts, and understand your sales patterns.
How to find a transaction
- 1Go to Transactions
Click "Transactions" in the left sidebar. Only Admins have access.
- 2Use the search bar
Type a customer name, transaction ID, or amount to find a specific sale.
- 3Filter by date
Use the date picker to narrow down to a specific day, week, or custom range.
- 4Filter by payment method
Use the dropdown to show only Cash, Card, Transfer, or Split transactions.
- 5Click a transaction
Click on any row to expand it and see the full breakdown — every item sold, the price, quantity, and the total.
Transactions are recorded automatically when a sale is completed. They cannot be deleted — this protects your financial record.
If a sale was interrupted (e.g. power cut mid-transaction), it may appear as "Pending". Completed sales show as "Completed" in green.
Need to give a customer a duplicate receipt? Find the transaction and click the print icon to reprint it.
Users & Roles
Managing who can do what
The Users page is where you create and manage accounts for everyone who uses PosWolf in your business — cashiers, managers, and other admins. Each person gets their own login so you always know who processed which sale.
How to create a new user
- 1Go to Users
Click "Users" in the left sidebar. Only Admins can access this.
- 2Click "+ Add User"
The user creation form will open.
- 3Fill in their details
Enter their full name, a username they'll remember, and a starting password. They can change the password after their first login.
- 4Choose their role
Select Admin, Manager, or Cashier — see the role guide below.
- 5Save
Click Save. The user can now log in immediately.
🔴 Critical first step: Deactivate the default "admin_PosWolf" account immediately after you create your own Admin account. The default account uses the same credentials on every PosWolf installation — leaving it active is an open door to your business.
Never share your Admin password with cashiers. Give everyone their own account — it keeps your records accurate and your business secure.
If a staff member leaves, deactivate their account instead of deleting it. Their transaction history stays intact and your records remain accurate.
To reset someone's password, find them in the Users list and click "Reset Pwd". You'll set a temporary password they use to log in, then they should change it.
Admin
Full access to everything. Can see all screens, create and delete users, view all transactions, manage settings, run campaigns, and back up data.
- Can access: Everything
Manager
Day-to-day operational access. Can manage products, categories, and campaigns, and process sales — but cannot access user management or sensitive settings.
- Can access: Dashboard, New Sale, Products, Categories, Campaigns
Cashier
Sell-only access. Cashiers go straight to New Sale when they log in. They cannot see any management screens.
- Can access: New Sale only
Client Terminal (Cashier mode)
A special mode for a secondary computer on your network that acts as a pure cash register. It has the same access as a Cashier — New Sale only — and shows a "Cashier Terminal" badge in the sidebar.
- Can access: New Sale only
Campaigns (Loyalty)
Reward your customers and bring them back
Campaigns let you run loyalty reward programmes. After a customer buys something, PosWolf gives them a unique QR code. When they come back and use that code, they get a reward — like a fixed discount off their next purchase. It's a powerful way to encourage repeat business.
How to create a campaign
- 1Go to Campaigns
Click "Campaigns" in the left sidebar.
- 2Click "+ New Campaign"
The campaign creation form will open.
- 3Give it a name
Something clear like "Thank You Discount" or "Ramadan Special".
- 4Set the reward type
Choose Fixed Amount (e.g. ₦500 off) or Percentage (e.g. 10% off).
- 5Set the reward value
Enter the amount or percentage. For example: 500 for a ₦500 discount.
- 6Set start and end dates
Choose when the campaign runs. Codes issued before the end date can still be redeemed after, unless you turn off the campaign.
- 7Set a pool size
This is how many QR codes PosWolf will generate. Once the pool runs out, no more codes are issued — until you top it up.
- 8Save & Activate
Click Save. Toggle the campaign to Active. PosWolf will now automatically hand out codes at the end of every sale.
Only one campaign can be active at a time. Make sure you deactivate an old campaign before starting a new one.
QR codes are printed on the receipt (if you have a receipt printer) or shown on screen after payment so the customer can photograph it.
Keep your pool size realistic. If you set 1,000 codes but only serve 50 customers a day, the pool will last a very long time.
Campaign statuses
A campaign can be in one of these states:
- Draft — created but not yet active, no codes are being issued
- Active — running, codes are issued with every sale
- Paused — temporarily stopped, existing codes still work
- Ended — the end date has passed or you stopped it
Campaign Analytics
See how your loyalty campaign is performing
Once your campaign is running, the Analytics page shows you exactly how it's doing — how many codes were issued, how many customers came back to redeem them, and what the redemption rate looks like.
What the numbers mean
- 1Codes issued
How many QR reward codes have been handed out to customers so far.
- 2Codes redeemed
How many of those customers came back and actually used their code.
- 3Redemption rate
The percentage of issued codes that were redeemed. A higher rate means the campaign is working well.
- 4Failed redemptions
Codes that customers tried to use but couldn't — either expired, already used, or entered incorrectly.
- 5Remaining pool
How many codes are still available to be issued before the pool runs out.
A redemption rate above 20% is generally considered strong for a loyalty campaign.
Use this page to decide whether to run the campaign again or adjust the reward value for the next one.
Settings
Configuring PosWolf for your business
Settings is where you personalise PosWolf to match your business. You'll find everything from your store name and currency to receipt preferences and network mode. Only Admins can access Settings.
What you can configure
- 1Store Information
Your store name, address, phone number, and email. These appear on every receipt.
- 2Currency & Locale
Set your currency symbol (e.g. ₦) and number formatting. PosWolf defaults to Nigerian Naira.
- 3Tax Settings
Enable or disable VAT, set the tax rate, and choose whether prices are shown inclusive or exclusive of tax.
- 4Receipt & Stock
Customise your receipt header/footer message, choose whether to print automatically after each sale, and set your low-stock warning threshold.
- 5Theme & Appearance
Switch between Light and Dark mode for the app.
- 6Network Mode
If you have more than one computer, enable Server or Client mode to connect them over your local network.
- 7Cloud Backup
Set up automatic encrypted backups of your database so you never lose your data.
Always click "Save Changes" at the bottom of the Settings page after making any changes — changes are not saved automatically.
Some settings (like Network Mode) require the app to restart before they take effect. PosWolf will tell you when a restart is needed.
Cloud Backup
PosWolf can automatically back up your entire database to a secure location. To test your backup setup:
- Go to Settings → Backup Testing
- Click "📦 Load Sample Data" to fill the app with test data
- Click "Backup Now" to create an encrypted backup file
- Click "🗑 Wipe All Data" to clear everything
- Click "Restore" and select your backup file — all your data should come back exactly as it was
Network Mode (Multi-terminal)
If you have two computers — say, one at the front desk and one in the back office — PosWolf can link them:
- Set the main computer to "Server" mode in Settings
- Set the second computer to "Client" mode and enter the server's IP address
- Both computers now share the same live database
- The client computer becomes a Cashier Terminal — it can only process sales
Backup & Restore
Protecting your data
Your PosWolf database holds everything — every product, every sale, every customer record. A backup is a copy of that database saved somewhere safe. If your computer breaks, gets stolen, or needs to be replaced, a backup means you don't lose a thing.
How to back up your data
- 1Go to Settings
Click Settings in the sidebar — only Admins can do this.
- 2Scroll to Cloud Backup
Find the Cloud Backup card near the bottom of the Settings page.
- 3Click "Backup Now"
PosWolf will create an encrypted backup file. This only takes a few seconds.
- 4Save the file somewhere safe
Copy the backup file to a USB drive, Google Drive, WhatsApp (send to yourself), or any external location. Do NOT leave it only on the same computer.
Back up at least once a week — daily is better. A backup from last month won't have this month's sales.
Test your backup before you need it. Use the "Load Sample Data → Backup → Wipe → Restore" cycle in Settings to verify everything works.
Backup files are encrypted — even if someone gets the file, they cannot read your data without the app.
You're all set!
PosWolf is designed to be simple. If anything ever feels unclear, our support team is one email away.
Contact Support