Automate store staff accounts across POS, back office, and Microsoft 365
Stepwork sets up and removes store staff across Microsoft 365, your fuel back office, and every POS they use, from one helpdesk ticket, the same way every time.
- Industry
- Store staff accounts for fuel distributors and c-store chainsFuel and convenience stores
- Best for
- IT Manager, Store Operations, HR Coordinator
- Applications used
Freshservice
Microsoft 365PDI Enterprise
Verifone Commander
- Business outcome
- Every leaver removed from every store, with a record
The problem
Every new cashier means logins in three or four systems.
When a store hires someone, IT creates a Microsoft 365 account, a POS ID at each store they'll cover, and a back-office login if they're a manager. When they leave, someone has to remember every one of those to turn off.
Stores hire all year. The work is simple and constant, and the risk is the step that gets missed: a former employee who can still ring sales at the register.
Systems
Works in the back office and POS your stores run
Fuel back-office systems and POS admin consoles rarely have APIs you can use. Stepwork works in their screens with an IT login, the same way your team does it today.
- Fuel and store back office: PDI Enterprise, Petrosoft, Back office
- Point of sale: Verifone Commander, Gilbarco Passport, NCR Radiant
- Microsoft: Microsoft 365, Microsoft Entra ID, Active Directory, Microsoft Teams
- Helpdesk: Freshservice, ManageEngine ServiceDesk Plus, ServiceNow
Example procedures
Joiners and leavers, every store
One branches on whether the new hire is a manager. One repeats for every store a leaver worked at. Swap in your back office and POS and the steps stay the same.
New store employee across Microsoft Entra ID, PDI Enterprise, and Verifone Commander
- Freshservice
Microsoft Entra ID
New hire ticket in Freshservice
ticket created · new hire
Output variables
- employee_name
- store_number
- role
Create the account in Microsoft Entra ID
Input variables
- employee_name
- store_number
Output
- email_address
Is it a store manager?
Input variables
- role
Paths
- If the role is store manager or assistant managerThen: Add a manager login in PDI Enterprise
- OtherwiseThen: Create their POS ID in Verifone Commander
Add a manager login in PDI Enterprise
Input variables
- employee_name
- store_number
Create their POS ID in Verifone Commander
Input variables
- employee_name
- store_number
- role
Output
- pos_id
Close the ticket with the details
Input variables
- email_address
- pos_id
Drag to explore · pinch to zoom
Step by step
- The ticket comes inThe store manager fills in the new-hire form in Freshservice: name, store number, and role. That ticket starts the run.
- The account gets createdThe recorded flow creates their account in Microsoft Entra ID and hands back the email address.
- The rule checks the roleStore and assistant managers take the top path. Cashiers go straight to the POS.
- If store managerAdd a manager login in PDI Enterprise
- If cashierCreate their POS ID in Verifone Commander
- Managers get the back officeOnly for managers: Stepwork adds a PDI Enterprise login for their store, so cashiers never get access they don't need.Only on this path: If store manager
- The POS ID gets createdBoth paths meet here. Stepwork creates the employee in Verifone Commander at their store with the right role.
- The ticket closes itselfThe ticket gets the email address and POS ID, and closes. The run record shows every account it created.
Field map
| From | To |
|---|---|
| FreshserviceNew hire: name, store number | Microsoft Entra IDUser: display name, office |
| FreshserviceNew hire: role | Verifone CommanderEmployee: security levelCashier or manager |
| FreshserviceNew hire: store number | PDI EnterpriseUser: siteManagers only |
Remove a leaver from every store's Verifone Commander
- Freshservice
- Microsoft Entra ID
Step by step
- The leaver ticket comes inThe manager opens a leaver ticket in Freshservice with the name and last day.
- Sign-in gets blocked firstThe recorded flow blocks sign-in in Microsoft Entra ID before anything else, so email and Teams access ends right away.
- It finds every storeStepwork reads the stores the employee is set up at in PDI Enterprise. Each store is one pass through the loop.
- Each POS ID gets removedInside the dashed frame, Stepwork removes their ID in Verifone Commander at that store, then moves to the next one. Nobody has to remember which stores they covered.Repeats: For each store they worked at · 3 stores
- The record gets writtenAfter the last store, the Summary card lists every ID removed and anything that failed.
- The ticket closes with proofThe ticket closes with the list attached, which is the answer when an auditor asks who could still ring sales.
Flows
The flows behind these procedures
Each flow is one job recorded once in one system, on your own screens.
- Microsoft Entra ID
Reset password with forced change
Resets a user's password in Entra and requires a change at next sign-in. - Microsoft 365
Assign license to user
Opens the Microsoft 365 admin center, locates the user, and assigns the specified license SKU. - Verifone Commander
Create a POS employee
Adds an employee at a store with the right security level. - Verifone Commander
Remove a POS employee
Removes an employee's ID at one store. - PDI Enterprise
Add a back-office login
Creates a manager login for one site.
Why Stepwork
One ticket, every system, every time
Stepwork runs the same steps in Microsoft 365, your back office, and your POS consoles for every joiner and leaver, through their own screens. The leaver path blocks sign-in first and works through every store, so there's no register someone can still log in to. Every run records what was created and removed.
FAQ
Common questions
The math
What the manual version costs an operator
Example volumes for an operator with about 40 stores. Swap in yours.
| The manual task | Times a week | Minutes each | Hours a week |
|---|---|---|---|
| Set up a new store employee | 8 | 35 | 4.7 |
| Remove a leaver from every system | 6 | 25 | 2.5 |
| Reset a POS password | 20 | 6 | 2 |
- Hours a week
- 9.2
- Hours a year
- 458
- Of one full-time person
- 23%