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Features Staff, roles & PINs

Features

Staff, roles & PINs

Invite staff, choose roles, limit access per outlet, set PINs for device sign-in, and customize each role's permissions.

4 min read Updated 15 Nov 2026
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Everyone who works at your outlet should have their own account. That way, every transaction, void, and discount is recorded under the right name, and you can revoke access at any time without changing a shared password.

Everything is managed in Back OfficeStaff & roles.

Two ways to sign in#

Type Signs in with Default roles
Back Office + devices Email & password in the Back Office, PIN on devices Owner, Manager, Supervisor
Devices only (PIN) Pick their name on the tablet, then a 4–6 digit PIN Cashier, Waiter, Kitchen

PINs are verified on the device, so staff can still sign in while offline.

Adding staff#

  1. Tap “Invite staff”. It’s in Back OfficeStaff & rolesStaff.
  2. Enter the full name and choose a role.
  3. For Back Office roles, enter an email. An invite link is sent to that address so the person can create a password and PIN.
  4. For device roles, you have two options: enter a Device PIN directly (the staff member is active right away, with no invite, using the Add & activate button), or enter an email or phone number to send an invite link by email or WhatsApp.
  5. Set outlet access. Choose All outlets (including outlets you open later) or Specific outlets.

Roles and permissions#

Back OfficeStaff & rolesRoles & permissions has a permission matrix for each role. Each permission is set to Allowed, Not allowed, or Needs PIN approval (device actions only).

Default permissions at a glance:

Permission Owner Manager Supervisor Cashier Waiter Kitchen
Manage settings Allowed Allowed Not allowed Not allowed Not allowed Not allowed
Manage menu & pricing Allowed Allowed Not allowed Not allowed Not allowed Not allowed
Mark sold out Allowed Allowed Allowed Allowed Allowed Allowed
Manage staff & devices Allowed Allowed Not allowed Not allowed Not allowed Not allowed
Create orders & accept payments Allowed Allowed Allowed Allowed Allowed Not allowed
Manual discount Allowed Allowed Allowed PIN PIN Not allowed
Void after sent to kitchen Allowed Allowed Allowed PIN PIN Not allowed
Refund Allowed Allowed PIN Not allowed Not allowed Not allowed
Open drawer without sale Allowed Allowed Allowed PIN Not allowed Not allowed
Open/close shift & day Allowed Allowed Allowed Allowed Not allowed Not allowed
View reports All outlets All outlets Own outlet Not allowed Not allowed Not allowed
Process kitchen tickets (KDS) Allowed Allowed Allowed Not allowed Not allowed Allowed

Only the Owner can manage modules and the subscription. The Owner role always has full access, and there must be at least one active Owner.

Custom roles#

Need a “Senior barista” who can give discounts without a PIN? Tap Custom role, give it a name, choose an existing role under Copy permissions from (for example, Cashier), then adjust the permissions in the matrix. Turn off Back Office access if the role only signs in on devices.

Signing in on a device#

  1. On the Who is on duty? screen, the staff member picks their name.
  2. They enter their PIN.
  3. To change who’s using the device: staff menu → Switch staff. Stepping away for a moment: Lock screen.

On a staff member’s personal phone, only its owner can sign in. After the first PIN sign-in, the app offers Face ID / fingerprint. The PIN still works at any time.

Staff leaving or forgetting their PIN#

Situation What to do
Forgot PIN A Manager or Owner opens the staff member → Reset PIN. The old PIN stops working immediately.
Staff member leaves Open the staff member → Deactivate. They are signed out of the Back Office right away and can’t sign in on devices. Their transaction history is kept and the user quota is freed up. Their personal phone is automatically revoked and its data wiped.
Moving to another outlet Change Outlet access. It takes effect on devices after the next sync.

For other sign-in problems, see Forgot PIN or password.

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