Why & How: Nayax Retail Core | Onboarding
Complete your Nayax Retail Core first-time setup create your operator account, register and configure your devices in Nayax Core, set up your company profile in the Admin Panel, and activate your retail terminal on-site.
General
Set up your Nayax Retail Core environment from scratch, create your operator account, register your devices, and activate your retail terminals so your first transaction processes correctly from day one.
Overview
What this guide covers and why setup order matters
What
This guide walks you through the full first-time setup for Nayax Retail Core - from creating your operator account in Nayax Core through to activating your retail payment terminal on-site. It covers three platforms and nine separate tasks.
Why order matters
Each platform depends on data from the one before it. Your machine cannot be configured until your operator account exists. Your company profile in the Admin Panel must exist before the device activation can link to it. Completing steps out of order causes activation errors that require Nayax support to reverse.
Time to complete: Full first-time setup takes 45-90 minutes depending on your number of devices and catalog size. Plan to complete all three phases before any device goes on-site. Have your Nayax welcome email to hand - it contains your account credentials and the device serial numbers you will need in Phase 1.
Prerequisites
Before You Start
- ✓You have received your Nayax welcome email with login credentials for both Nayax Core and the Retail Core Admin Panel.
- ✓ You have Distributor or Operator-level access in Nayax Core.
- ✓ You know which device model you are activating: Nova Market,156 Nova Market,C4 POS, or Nova 55F.
- ✓ You have the device serial number (printed on the device label or in your Nayax equipment email).
- ✓ Your company's legal name, address, and VAT/tax registration number are available- required for the Admin Panel company profile.
- ✓ The device is physically installed, powered on, and connected to the internet.
Three platforms, one sequence. This setup touches three separate systems - Nayax Core (my.nayax.com), the Retail Core Admin Panel (webui-adminpanel-srv.bnayax.com), and your physical device. Keep all three accessible during setup. Do not attempt device activation before completing Phases 1 and 2.
Concept
Understanding the Nayax Hierarchy
Before you create anything in Nayax Core, it helps to understand how the platform organises accounts. The hierarchy controls who can see and manage what - and where your machines sit in the structure determines which reports they appear in.
🌳 Nayax Account Structure
D
Distributor
The top level - your local Nayax branch or authorised partner. Distributors create and manage Operator accounts. You will not create a Distributor yourself; your Nayax contact manages this level.
O
Operator (Actor)
The second level - this represents your business. You set up your Operator account in Phase 1. Your operator account controls all devices, settings, and reports across your retail operation.
S
Sub-Operator (Sub-Actor)
Created by Operators. Use Sub-Operators to organise your business by area, route, or location - for example, one Sub-Operator per store or one per region. Each Sub-Operator gets its own reporting view.
M
Machine (Device)
Machines always sit at the bottom of the tree - under a Sub-Operator. Every transaction, report, and alert is tied to the machine level. A machine not assigned to a Sub-Operator will not appear in your reports.
Always assigned to a Sub-Operator -- never sits directly under an Operator
Practical example: A retailer with three sites might set up one Operator (their company), three Sub-Operators (Site A, Site B, Site C), and two Machines per site. Reports can then be viewed per site or rolled up across all three - all controlled by the hierarchy.
Setup Sequence - Three Phases
Complete the three phases below in order. Each phase takes place in a different platform. Links to the individual step-by-step guides are included at each point in the sequence.
1
Platform: Nayax Core
Set Up Your Operator Account and Machines
Log in at my.nayax.com › Nayax Core Platform
1
Log in to Nayax Core and verify your permissions
Sign in with the credentials from your Nayax welcome email. Confirm you have permission to create company entities before proceeding. If your account shows read-only access, contact your Nayax distributor to upgrade your permissions.
If skipped: you will not be able to create an Operator account or register any machines.
2
Create an Operator in Nayax Core
Set up your business as an Operator (Actor) in the hierarchy. This defines your company's role, permissions, and the scope of what you can manage. You will assign roles to team members and set the reporting structure that all your machines sit under.
If skipped: machines cannot be created or assigned, and no reports will be accessible.
3
Create a new Machine
Register each physical device in Nayax Core as a Machine record. You will need the device serial number. The Machine record is the anchor point for all configuration, reporting, and device management - it must exist before you can push settings to the device.
If skipped: the device cannot be configured remotely and will not appear in any reports.
4
Configure the Machine for your POS device type
Apply the correct configuration for your specific retail terminal. The configuration you apply depends on whether you are using a POS device (C4 POS) or a Nova Device payment terminal. Use the correct guide for your hardware - applying the wrong configuration will cause payment processing errors.
If wrong guide used: payment terminal may fail to accept payments or display incorrect pricing.
Which guide do I need? If you are using a C4 POS (a POS terminal with a screen and barcode scanner), use the first guide. If you are using a Nova Device payment terminal (a payment-only terminal without a full POS screen), use the second guide. If unsure, check the model name on the device label.
5
Connect the device to your Machine record
Link the physical hardware to the Machine you created in Step 3. This establishes the data connection between the device and the Nayax platform - enabling remote configuration, live transaction reporting, and device monitoring. Test the connection before moving to Phase 2.
If skipped: the device operates in isolation and transactions are not recorded in the platform.
What you should see: After connecting, the device status in Nayax Core changes to Connected and the last-seen timestamp updates. If the status stays as Not Connected after 5 minutes, check the device's Wi-Fi connection and repeat this step.
2
6
Create a new Company in the Admin Panel
Set up your company profile with your business name, address, regional settings (currency, tax rules, VAT configuration), and branding. This company record is what your device activation links to in Phase 3 - it must exist before you attempt to activate any device.
If skipped: device activation in Phase 3 will fail because there is no company profile to link to.
Note: Enter your VAT or tax registration number accurately at this step. Incorrect tax settings affect how VAT is calculated and displayed on customer receipts - and changing them after transactions have been processed requires a support request.
Platform: Your Physical Device
Activate Your Retail Terminal On-Site
Complete on the device itself - activation method varies by hardware model
7
Activate your device - select the guide for your hardware model
Activation is done directly on the device. The process differs between the 156 Nova Market / C4 POS and the Nova 55F - use the correct guide for your hardware. Activating with the wrong guide will result in a configuration mismatch that prevents the device from processing payments.
If wrong guide used: device may activate but display incorrect settings, or fail to link to your company profile from Phase 2.
156 Nova Market or C4 POS
Self-checkout kiosk or full POS terminal with screen and barcode scanner. Most common setup for unattended retail environments.
Activate 156 Nova Market / C4 POS ›
Nova 55F
Payment terminal with compact form factor. Used where space is limited or as a secondary payment point alongside a main terminal.
Activate Nova 55F ›
What you should see: After activation, the device displays your company name on the welcome screen, the status in Nayax Core updates to Active, and the device appears as linked to your company profile in the Admin Panel. Run a test transaction to confirm payment processing is working before going live.
Setup at a Glance
⚡ All Steps - Three Platforms
Phase 1 - Nayax Core
1. Log in + verify permissions
my.nayax.com
Phase 1 - Nayax Core
2. Create Operator account
my.nayax.com
Phase 1 - Nayax Core
3. Create Machine record
my.nayax.com
Phase 1 - Nayax Core
4. Configure Machine (POS or Nova)
my.nayax.com - choose correct guide
Phase 1 - Nayax Core
5. Connect device to Machine
Verify Connected status
Phase 2 - Admin Panel
6. Create Company profile
Retail Core
Phase 3-- Device
7. Activate on device
On-device - select correct hardware guide
Confirm
Run a test transaction
Check status: Active in Core + Admin Panel
Your Setup is Complete When...
Your Nayax Retail Core environment is live and ready to process payments.
Every transaction from your device will now appear in your Nayax Core dashboard under Reports > Transactions. Your next step is to set up your product catalog in Nayax Retail Core so the correct product names and prices appear against each transaction in your reports.
Troubleshooting
Properties
Line of Business
Retail and Hospitality
FAQ
FAQ
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