Pairing your PIN pad with the POS (Linkly Cloud)

This guide is for venue owners and managers. It walks you through connecting your EFTPOS PIN pad to the POS through Linkly Cloud, so card payments go straight to the pad. It takes about 10 minutes the first time, and about a minute to pair again later.

Before you start

You need:

1. Your Linkly Cloud username and password. Your bank or Linkly gives you these when your Linkly Cloud account is set up. If you don’t have them, contact your bank’s merchant support or Linkly.
2. A PIN pad that supports Linkly Cloud. Your bank supplies it. Ask them if you’re not sure.
3. An Admin login for the POS. Managers can see the pairing status but can’t pair a PIN pad.

Keep the password private. The POS uses it once to pair and never stores it.

Step 1: Get the PIN pad online

1. Plug in the PIN pad and switch it on.
2. Connect it to the internet (Wi-Fi, Ethernet or mobile data, depending on the model).
3. Set the PIN pad to use Linkly Cloud. The menu differs between banks, so follow your bank’s PIN pad guide, or ask their merchant support to do it with you.

Step 2: Get a pair code from the PIN pad

1. On the PIN pad, open the Linkly Cloud menu and choose the option to pair with a POS. Your bank’s guide names the exact menu item.
2. The PIN pad shows a pair code. Write it down or keep the pad in view. You’ll type it into the POS in the next step.

A pair code works once. If pairing fails or you wait too long, get a new code from the PIN pad.

Step 3: Pair from the POS

1. Log in to the POS with an Admin account.
2. Go to Admin → Settings → Payments.
3. Find the Payment Integrations card, then the Linkly Cloud row.
4. Select Pair PIN pad.
5. Enter:
   • Linkly Cloud username
   • Linkly Cloud password
   • Pair code (shown on the PIN pad)
6. Select Pair.

When it works, the Linkly Cloud row shows Paired with the date and time. The fields in the pair window are always cleared afterwards, whether pairing worked or not.

If the Pair PIN pad button is greyed out with a message about INTEGRATION_SECRETS_KEY, the server needs a one-off setup step first. Pass that message to whoever installed or looks after your POS server.

Step 4: Turn on Linkly Cloud

Still in the Payment Integrations card:

1. Switch Linkly Cloud on.
2. Under Default payment integration, choose Linkly Cloud.

The POS only sends card payments to an integration that is switched on and set as the default.

Step 5: Test a small sale

1. Ring up a small order, for example $1.00.
2. Choose card payment. The amount should appear on the PIN pad.
3. Tap or insert a card and finish the payment.
4. Check the order shows as paid in the POS.

You can refund the test sale afterwards as usual.

Pairing again (re-pairing)

Pair again when:

• you replace the PIN pad, or swap in a different one;
• your Linkly Cloud password changes;
• the POS shows Rejected by Linkly — re-pair or encryption key changed — re-pair (see Troubleshooting below).

To pair again, repeat Step 2 and Step 3. The button now says Re-pair PIN pad. You don’t need to repeat Step 4 unless you switched Linkly Cloud off.

If a card payment is in progress when you re-pair, the POS warns you first. It’s best to finish or cancel any payment in progress before you re-pair. A payment caught in the middle may need to be checked and settled by hand.

Troubleshooting

“Username, password or pair code was not accepted.” Check the username and password carefully (the password is case-sensitive). Then get a new pair code from the PIN pad and try again. A pair code can’t be reused.

“Linkly could not be reached. Try again in a few seconds.” The POS couldn’t reach Linkly. Check the POS server’s internet connection, wait a moment and try again. If it keeps happening, get a new pair code before trying again.

“The PIN pad paired but the secret could not be saved. Pair again with a new code.” Get a new pair code from the PIN pad and pair again. If it happens again, contact whoever looks after your POS server.

The row says “Linkly rejected the pairing secret … Re-pair.” Linkly no longer accepts this POS’s pairing. The usual reasons are that the Linkly Cloud password was changed, or the PIN pad was paired to a different POS. Card payments won’t go through until you pair again. Follow Pairing again above.

The row says “Stored secret can’t be read (encryption key changed) — re-pair.” The POS server’s encryption key changed, for example after a reinstall or restoring from a backup. Nothing is lost: just pair again. To avoid this in future, ask whoever looks after your server to back up the server settings file, including its encryption key.

You changed “Use Linkly sandbox environment”. That setting is for testing only and should normally stay off. Changing it in either direction means you must pair the PIN pad again.

Card payments are refused with a message about no default integration. Linkly Cloud is switched off, or isn’t set as the default. See Step 4.

Refunding a sale after the PIN pad pairing was removed. If Linkly Cloud’s configuration is removed from the POS, card refunds for earlier Linkly sales won’t work until you pair again. You can still refund those sales in cash. Switching Linkly Cloud off (without removing it) keeps card refunds working.

Getting help

• PIN pad setup, menus or Linkly Cloud username/password: your bank’s merchant support, or Linkly.
• The POS server, its settings file or encryption key: whoever installed or looks after your POS.