Add staff, roles and service-staff PINs

What you’ll do: You will create roles for each job, mark your servers as service staff, and add every team member with their own login. Servers then get a PIN to log in fast on the shared POS screen.

Before you start

• Finish setting up tables.
• Write a list of staff names and the job each person does.
• Decide who may give discounts, void items or see reports. Usually only managers.

Steps

1. Plan your roles. A role is a set of permissions. Most full-service restaurants need four or five: server, bartender, cook, cashier and manager. Write down what each role may do before you build it.
2. Create a service-staff role. In Settings, create a role for servers and mark it as service staff. Only people in a service-staff role can be picked as the server on a table order. Give it access to the POS screen and the Orders screen.
3. Create other roles. Add the remaining roles:
   • Cook: the kitchen screen only.
   • Cashier: POS screen and registers, no Settings.
   • Manager: POS, reports, discounts and voids. Give each role only what the job needs. You can add more later.
4. Add each staff member. Add a user for every person. Enter their name, choose their role, and set their own login and password. Bartenders who also serve tables can use the service-staff role.
5. Set a PIN. Give each service staff member a short PIN. On a busy night, they tap the PIN on the POS screen instead of typing a password. Each PIN must be different.
6. Test a PIN login. On the POS screen, log in with one server’s PIN. Pick a table, add an item, and check the order shows that server’s name. Log out and repeat with a second server.

Tips from the onboarding team

• Let staff choose their own PIN. They remember it better. Ask them not to share it.
• Give managers their own role, not the owner login. The owner account can change everything, including the business currency.
• Name roles after jobs. “Server” and “Bar” are clearer than “Level 2”.
• Set language on day one. Each person can pick their screen language in My Profile. A cook who reads Korean or Spanish sees the kitchen screen in that language. See change the screen language.
• Tips depend on this step. Tip pooling uses roles and hours. Read set up tips and tip pooling before your first payday.

If something goes wrong

Problem	Fix
A server is missing from the list on the POS screen	Their role is not marked as service staff, or the user is inactive. Fix it in Settings.
A PIN does not work	Check the PIN was saved for that user and that no one else has the same PIN. Reset it if needed.
A cook can see reports	The cook role has too many permissions. Remove report access from the role.
Sales show under the wrong server	Staff are sharing a login or forgetting to switch. Have each server log in with their own PIN for every order.
A former employee can still log in	Deactivate or delete the user straight away and change any shared device passwords.

Related help

• Set up tips and tip pooling
• Send orders to the kitchen screen and fire courses
• Change the screen language for each staff member