> For the complete documentation index, see [llms.txt](https://docs.in8sync.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.in8sync.com/client-admin-guide/workflow-builder-overview/pin-override.md).

# PIN Override

Require a PIN to access a workflow — what the workflow-level setting does, where user PINs are stored, and how it ties into NetSuite.

PIN override has two separate purposes:

1. **Workflow/Component PIN** (described on this page) — enforces a PIN to access a workflow or to perform a specific sensitive action within a page. Commonly used for register access, manager-only actions, and shared-device scenarios.
2. **Payment PIN** (see [Payment PIN Authorization](#forthcoming-page)) — requires an employee to enter a PIN before the payment screen opens on an Order Form, and records who authorized the payment. New as of this release.

This page covers Workflow/Component PIN. For Payment PIN, see the Payment PIN Authorization guide.

## Two pieces, two owners

PIN override (workflow and component level) has a **Client Admin** side (turn it on for a workflow) and a **NetSuite Admin** side (set the PIN value on each user's NetSuite record). Both have to be in place for it to work.

Note: Payment PIN authorization (which gates the payment screen) is configured separately in the Payments block settings. See [Payment PIN Authorization](#forthcoming-page).

| Piece                                    | Where                                        | Owner              |
| ---------------------------------------- | -------------------------------------------- | ------------------ |
| Turn on *Require PIN* for a workflow     | Workflow Settings tab → PIN Settings section | **Client Admin**   |
| Pick which NetSuite field stores the PIN | Same — *PIN Code Field* combobox             | **Client Admin**   |
| Set each user's actual PIN value         | NetSuite user record → *PIN Code* field      | **NetSuite Admin** |

## Turn on PIN for a workflow

{% stepper %}
{% step %}

### Open the workflow's Settings tab

**Workflow Builder** → click the workflow row → **Settings** tab.
{% endstep %}

{% step %}

### Find PIN Settings

The section sits under Workflow Information / Active.
{% endstep %}

{% step %}

### Toggle Require PIN on

The toggle's label is **Require PIN**. When on, users with the workflow's role are prompted for a PIN at the appropriate point in the flow.
{% endstep %}

{% step %}

### (Optional) Pick the PIN Code Field

The **PIN Code Field** combobox lists NetSuite custom entity fields (those starting with `custentity_`). The default is `custentity_brm_pincode`. Change it only if your organisation stores PINs on a different field.
{% endstep %}

{% step %}

### Save

Click **Save All Settings & Variables** at the bottom of the Settings tab.
{% endstep %}
{% endstepper %}

## Set a user's PIN

PIN values live on each user's NetSuite record — the Client Admin Portal can't set them. Your NetSuite Admin handles this:

1. Open the user's NetSuite record.
2. Find the **PIN Code** field (usually `custentity_brm_pincode` in the BRM tab).
3. Enter a numeric PIN — typically 4–6 digits.
4. Save.

Repeat for every user who needs PIN access.

For the full NetSuite-side guide, see [Managing PIN Codes](/netsuite-admin-guide/overview-3/pin-codes.md).

## What happens at runtime

1. The user navigates to a workflow that has *Require PIN* enabled.
2. A PIN entry prompt appears.
3. The user enters their PIN.
4. The system validates the PIN against the configured field on their NetSuite record.
5. Valid → access granted; invalid → blocked.

## PIN guidelines

* **4–6 digits** is the usual length.
* **Unique per user** — never share PINs across staff.
* **No obvious sequences** — avoid `1234`, `0000`, birthdays.
* **Update on staff changes** — when someone leaves, clear or change their PIN promptly.

## Per-component PIN protection

Some Page Builder components support per-component PIN protection on top of (or instead of) workflow-level PIN. That's a Page Builder configuration, set on the component itself in the Page Builder. The workflow-level *Require PIN* described above is the simpler, broader version that protects access to the whole workflow.

## Common pattern: identify who's using a shared register

On a shared register, several employees may use the same terminal across a shift. To make sure each sale is attributed to the right person (rather than to whoever's logged in), add per-component PIN protection to the action that starts a new order, so every sale opens with a quick PIN entry. This is a separate use of the same PIN Code field described above — it's about *identification*, not manager approval.

Note: This workflow-level PIN is distinct from **Payment PIN**, which is required before the payment screen opens and records who authorized payment. See [Payment PIN Authorization](#forthcoming-page).

## Common issues

| If you see…                             | Try…                                                                                                                            |
| --------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------- |
| PIN prompt doesn't appear               | *Require PIN* toggle is off. Check the workflow's Settings tab.                                                                 |
| *Invalid PIN* on a known-correct PIN    | Verify the **PIN Code Field** matches the field that actually holds PINs in your NetSuite. Default is `custentity_brm_pincode`. |
| User can't get past PIN screen          | The PIN field on their NetSuite record is empty. Ask your NetSuite Admin to set it.                                             |
| PIN works for some users but not others | Different users may have PINs stored on different fields. Standardise on one field across the org.                              |

## Related

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Managing PIN Codes (NetSuite)</strong></td><td>Setting and managing user PINs on NetSuite records.</td><td><a href="/netsuite-admin-guide/overview-3/pin-codes.md">Managing PIN Codes</a></td></tr><tr><td><strong>Assigning Workflows</strong></td><td>The Settings tab in full — where PIN Settings live.</td><td><a href="/client-admin-guide/workflow-builder-overview/assigning-workflows.md">Assigning Workflows</a></td></tr><tr><td><strong>How Access Works</strong></td><td>Where PIN fits in the broader access model.</td><td><a href="/client-admin-guide/managing-users/access-control.md">How Access Works</a></td></tr><tr><td><strong>Payment PIN Authorization</strong></td><td>Require a PIN to open the payment screen on orders.</td><td><a href="/client-admin-guide/getting-started/transaction-components.md#payment-pin-authorization">Transaction Components</a></td></tr></tbody></table>