Reset an admin password

Your admin password is the one you type on the Admin Login screen to unlock the Admin area. It is separate from the way you sign in to VMX itself, so forgetting it doesn't lock you out of the register — it only stops you reaching Admin.

When it's forgotten, VMX can email a link that lets the person set a new one themselves. Nobody has to invent a password for someone else or read one aloud.

A reset link:

• works once, and expires 2 hours after it's sent
• can only be sent for someone who already has an admin account
• lets the person choose their own password, which nobody else ever sees

Asking for a new link cancels any earlier one, so if two arrive, use the newest.

Reset your own admin password

On the Admin Login screen, under the Login button, click Forgot your admin password?

VMX emails a link to the address on your employee record and tells you which address it used. Open the email, click Set a new password, type the new password twice, and save. Then go back to Admin Login and use it.

If the screen says there's no email address on your employee record, ask a manager to add one on Admin → Users, or to send you a link at another address using the steps below.

If the email doesn't arrive, check the junk folder first. Nothing is emailed if your account has no admin permissions to begin with — the screen tells you when that's the case, and the answer there is to ask a manager for admin access rather than a reset.

Send someone else a reset link

Managers with the ✏️ Admin Perm's permission can send a link for anyone in the admin table.

1. Go to Admin → Permissions and open the Admin tab.
2. Find the person's row and click ✉️ Send link in the Reset column.
3. Choose where it goes:
   • Address on file — the address on their employee record. Use this whenever it's there.
   • Other address — any address you type. Use this when their record has no address, or when they can't reach that mailbox today.
4. Click Send link.

VMX confirms the address it sent to.

When a link goes to an address other than the one on their record, VMX emails their own address as soon as the password is actually changed, so the account's owner always finds out. That notice is the reason to prefer the address on file when you have a choice.

To stop someone waiting on an email, you can still set a password directly instead: type it into the Reset Password box on their row and save. You then have to tell them what you chose, which is why the emailed link is usually better.

Set your new password from the link

The link opens a page headed Set a new admin password showing whose password it changes.

Type the new password twice and click Save password. It has to be at least 8 characters, and both entries have to match. Once it saves, use it the next time you unlock the Admin area — you don't need to sign in again anywhere else.

The page works on a phone, so the link can be opened from wherever the email lands.

"This link is no longer valid"

A link stops working once it has been used, once 2 hours have passed, or once a newer link has been sent for the same person. All three show the same message.

Nothing has gone wrong and nothing needs fixing. Ask for a new link and use it while it's fresh.

Why VMX asked me to reset a password I didn't ask about

If you get an email saying your admin password was changed using a link sent somewhere else, and you didn't ask for it and nobody at your store did it for you, tell a manager straight away, and email help@vmxllc.com.

A reset email on its own, with nobody having set a password, changes nothing — the existing password keeps working until someone actually completes the link.