Staff¶
The people who work in your shop: who they are, what they are allowed to do, when they can work, and what they actually worked.
Where: menu → Staff.
| Screen | What it is for |
|---|---|
| Staff (this page) | Add people, set their PIN and their permission level, record when they can work. |
| Roster | Build next week, publish it, print or share it. |
| Timesheets | Clock-ins and clock-outs over a date range, totalled per person. |
| Audit history | Discounts, voids, price overrides and no-sale drawer opens, with who did each. |
Roster appears only if rostering is turned on for your shop. Timesheets appears only if staff time tracking is.
Before using the till¶
At the top of this screen, choose what staff do before they use the till:
| Choice | What staff see | Good for |
|---|---|---|
| Nothing: anyone can use it | The till, straight away. | One person on the till, or you do not need to know who did what. |
| Staff tap their name | When the till has been left for a while, or someone taps Lock now, a list of names. They tap theirs and carry on. | Knowing who took each order, so you can check something with them, without PINs. |
| Staff enter their PIN | The same lock, with a number pad. | Knowing who took each order, and limiting who can give discounts, voids and refunds. |
With Staff tap their name, anyone can tap any name, so nothing is limited: everyone can give discounts and use every other action, whatever the Permissions screen says. If you want to limit those, use PINs.
Every kitchen docket prints the name of whoever sent it at the bottom, beside the order date, so the kitchen knows whom to ask. With Nothing chosen, it prints the account's own name. To see who did what on an order, open it on the till and choose History from its menu.
Adding someone¶
Add new at the foot of the list. Only two things are required:
| Field | What it decides |
|---|---|
| Display name | What shows on the till, on receipts and in the audit history. Short is better: "Nadia", not "Nadia Whitlock". |
| Initials for avatar | The two letters in their circle on the till. |
Everything else is optional. Pin code sets the four digits they use to sign in. Permission level decides what they can do without asking someone:
| Level | Can |
|---|---|
| Staff | Everything you have not raised a bar on. This is most people. |
| Manager | Anything you have set to Manager — typically discounts, voids, refunds, and the roster. |
| Admin | Settings, the staff list and pay rates — plus everything a Manager can do. |
The levels add up; they do not swap. An Admin can do everything a Manager can and everything a Staff member can. If you are the owner, Admin is the level that lets you do the lot — you should never need to move yourself down to Manager to get something done. If you ever do, that is a bug worth telling us about.
The bars themselves are on Permissions, at the top of this screen. A thing you have not raised a bar on is open to everybody, including before anyone has signed in — so raising a bar is what turns a permission on, not the levels.
None of them do anything until staff use PINs. If this shop does not ask for a PIN, everybody can do everything whatever the Permissions screen says. The screen tells you when that is the case. Choose Staff enter their PIN under Before using the till first, then set your bars.
Stock, if you track it¶
Two of the bars are about inventory, and what they cover is narrower than it sounds:
| Bar | Covers | Does not cover |
|---|---|---|
| Adjust stock | Putting a number right by hand, and Finish stocktake | Counting. Anyone can walk a shelf and type what is on it. |
| Change a cost | An outer's price on the item, an ingredient's cost, and applying a what-if cost | Receiving a delivery at the price on the invoice |
Counting and wastage stay open to everybody on purpose. A stocktake nobody may finish is worse than one anybody may — the numbers just stay wrong — and a bin that needs a manager is a bin nobody logs.
A cost field cannot ask for a PIN the way a button can, so when the bar is raised the field is read-only with an Unlock beside it. A manager's PIN opens it for as long as the form is up.
Who actually changed a number, and why, is on Who changed what — reached from the Inventory screen.
Pay rates¶
A rate per hour, on a person's card, and only people allowed to see pay rates can see it. That permission is the one exception to everything above: it starts at Admin even though you have never opened the Permissions screen, where every other action starts open to everyone. A duty manager runs the shop day to day and has no reason to know what anybody earns.
You can lower it on Permissions if your managers do need it.
Leave the field empty for anyone whose rate you would rather not record. The
roster then shows labour cost for the people who have one, marked with a +
so a partly-filled shop is not shown a total that reads like the whole wage
bill.
The rate is never shown on the till and never stored on the devices in your shop, unlike the rest of a staff member's details.
Turning someone off¶
The Enabled switch beside their name. A disabled person cannot sign in, gets no roster row and keeps every sale, clock-in and audit entry they ever made. That is almost always what you want when somebody leaves; deleting them is for a row you created by mistake.
Rostering details¶
These appear on a person's card only when rostering is turned on for your shop. They are what the roster uses, and all of them are optional.
| Field | What it decides |
|---|---|
| Show on the roster | On for everyone to start with. Turn it off for someone who signs in but is never rostered, such as an owner who is not on the floor. They keep their PIN and can still clock in. |
| Roles | What they can be rostered as — Bar, Kitchen, Front. Free text, your words. Tap a chip to give it to them, or type a new one. |
| Employment | Casual, part time or full time. A note for you; nothing enforces it. |
| Max hrs/week | The weekly total the roster warns past. Leave it empty for no limit. |
| Available | The hours they can work, as rows of days and times. |
| Exceptions | One date at a time, beating the hours above: a day off, or a one-off stretch on a day they normally do not work. |
Empty means no limit, never "never". Somebody with no hours recorded can be rostered any time, and somebody with no roles can work any shift. You only have to fill these in for the people they actually constrain.
An end time earlier than the start runs past midnight — 17:00 to 01:00 is a late bar shift, and the editor labels it "(next day)".
Good to know¶
- Roles are per shop and are just words. A barista in one shop is a bar-back in the next, so there is no fixed list to pick from.
- Availability warns, it never blocks. You can always roster someone into an hour they said they could not work; the roster tells you, and lets you.
- Changing someone's hours does not change a roster you already published. It changes what the roster warns about, and what auto-fill does next time.