Staff & Roles

What it does

Staff & Roles is where you manage the people who work in your venue and control what each of them is allowed to do. There are two connected screens: Users, where you add, edit, and remove team member accounts, and Roles, where you define named job profiles (like Manager, Waiter, or Cashier) and decide exactly which actions each one can perform.

Getting started

Open Staff → Roles first and check the roles already set up for your venue, or create new ones that match how your team is organised (e.g. "Shift Lead", "Barista", "Delivery Driver").
When creating a role, give it a name and switch on the permissions it should have — things like taking orders, processing refunds, viewing reports, managing the menu, or managing inventory. Permissions are grouped by area (Orders, Kitchen Display, Reports, Inventory, and so on) so you only see the ones relevant to the parts of the system you use. Each group starts collapsed with a small count showing how many of its permissions are already switched on — tap its header to open it and see or change the individual toggles.
Open Staff → Users and click Add User to bring on a new team member. Enter their first name, last name, email address, and choose the role you want them to have.
The new account is created but starts out inactive. Open it again from the list, use Edit, and switch its status to Active so the person can sign in.
To change what someone can do later, open their entry and pick a different role — their permissions update immediately.
If someone no longer works for you, open their entry and choose Delete to remove their account.
Each team member can set their own 4-digit PIN from their own profile page, so they can quickly unlock or sign in on a shared till without typing a full password every time.

Key things to know

You can only manage people whose role has less authority than your own — you can't edit, demote, or remove someone at your level or above, and you can't give a new role more authority than you yourself have.
You can't remove or downgrade your own account from this screen — if you click Edit on yourself, you're taken to your profile page instead.
Some built-in roles can't be renamed or deleted — their edit and delete buttons are disabled.
Only people with permission to view the staff list can see it; only people with permission to manage staff can add, edit, approve, or remove accounts. Someone with view-only access sees the list but no action buttons.
Only people with permission to manage roles and permissions can open the Roles screen at all — everyone else is redirected away from it.
A permission group (for example, everything related to Discounts, the Kitchen Display, or Inventory) only shows up in the role editor if that part of the system is switched on for your venue and included in your subscription.
When someone signs up on their own through your venue's public sign-up page, their account appears in the staff list waiting for approval. Approving it asks you to pick a role for them, and the system emails them a link to finish setting up their own username and password.
A PIN is separate from a password — it's only for quick sign-in on a shared device and doesn't replace the person's main login.
Usernames can only contain Latin letters, numbers, and the characters . _ % + - — no spaces or other symbols. This applies both when someone first signs up and later, if they change their own username from their profile page; anything else is dropped automatically as they type. Usernames only need to be unique within your own venue, so a person at a different venue can use the same one.

FAQ

Q: I added a new team member but they can't log in yet — what's missing?
A: New accounts start out inactive. Open their entry in the staff list, click Edit, and set their status to Active. Once active, they can use the "Forgot password" link on the sign-in screen to set their own password and log in.

Q: Can I let someone see the staff list without letting them add or remove people?
A: Yes. There are separate permissions for viewing the list and for managing it, so you can give someone read-only visibility without handing them the ability to make changes.

Q: What happens if I change someone's role?
A: They immediately get the permissions of the new role — the change takes effect right away, no need for them to log out and back in.

Q: Can I create as many roles as I want?
A: Yes, you can create as many custom roles as your venue needs, each with its own name and its own combination of permissions.

Q: Why can't I edit or delete one of the roles I see in the list?
A: A few roles are built into the system and protected from changes, so your venue always has at least one fully-trusted role available.

Q: A staff member wants to change their PIN — where do they do that?
A: They do it themselves, from their own profile page. You don't need to do it for them, and you can't see or set another person's PIN from the staff list.

Q: Someone requested access to our venue on their own — how do I bring them onto the team?
A: Their request shows up in the staff list with a pending status. Open it, choose the role you want to give them, and approve it — they'll get an email to finish setting up their account.

Q: I don't see certain permission options when creating a role — why?
A: Permissions for a feature only appear if that feature is turned on for your venue. If you enable the feature later, its permissions will appear in the role editor.

Q: Can a staff member change their own username later?
A: Yes, from their own profile page. The same rule as sign-up applies — only Latin letters, numbers, and . _ % + - are allowed, no spaces. If the new name is already taken by someone else at your venue, they'll see a message when they try to save and need to pick another one.

Q: The permission groups in the role editor are all collapsed — how do I see what's inside one?
A: Tap its header to open it. Each header shows how many of its permissions are already turned on (for example "2 / 5"), so you can tell at a glance whether a group has anything switched on before opening it.