Setting Up New Users

You can set up new users by going into the back office & selecting Staff & Roles > Staff.

If the user you are adding will have access to the back office, you should first create the role you need them to have, with the applicable permissions set, and then create your user to be allocated to the appropriate role.

From the Staff screen click the blue Create a new user button. Enter the name of the user and select whether you want them to have access to the EPOS, the back office or both.

If a user will not have access to the back office, but you would like them to be able to view published rotas that you share via email, you can tick View rotas from the checkboxes displayed.

You will then be prompted to enter the details for each option you selected.

EPOS users

If you selected EPOS, you can choose to enter a PIN or leave blank for no PIN.

You can either enter a username or can choose to use the full name already entered, by clicking the blue Use full name button.

You'll then need to choose an access level depending on the users role. The default permissions for each of these roles are:

• Kitchen - Access to Kitchen view only for EPOS  
• Front of house - Standard user access (no access to the Admin view or to perform voids, no sales, or refunds) 
• Supervisor - Standard user access with the ability to perform voids, refunds, and no sales
• Manager - Full access for managers. Allows full access to EPOS and the back office administrator access (if a password is entered)

Note: There is an additional access level, that can be configured to have different permissions if required.

View rotas

If you selected view rotas you will need to enter an email address in the back office user settings, which will be used to invite the user to the back office for the purpose of viewing rotas only. This will also be their login email.

Back office users

If you selected back office user you will need to enter an email address, which will be used to invite the user to the back office. This will also be their login email.

You will also need to select a role for the user.

Staff member details

If you will be using the EPOS rota and staff scheduling module, you will want to add the following:

• Default area - The area the staff member works in. This will be displayed and colour coded on rotas and can be changed for a particular shift if needed. Areas can be added under rota settings
• Start date - the date the staff member started. This is for your information only
• Pay rate - The staff members pay
• Contracted weekly hours - The number of hours the staff member works in a week. If the staff member works variable hours, you should still put an average expected hours figure in the contracted hours field, as this field will be used to estimate the cost of any holiday they take
• Wage type - How the staff member will be paid
• Hide from rotas - Tick this box if you do not want this user to show on rota

Leave

If you track holiday leave through the leave module you will need to set up leave for the employee.

If the staff member will have different leave approvers to those set as the default leave approver you can set the specific approvers here. 

From the Leave approver dropdown field, start typing the name of the approver or scroll through the list & press enter to assign.

Note: Any leave approvers set here will be used instead of the default leave approvers.

You can then assign a leave type to your staff member.

To Assign a leave type, click the blue Assign a leave type button.

From the dropdown, select the Leave type to allocate to the staff member.

In the Opening balance field, enter the number of hours the staff member currently has for this leave type. See the examples below to help with setting the opening balance.

• Example 1 - for a new joiner on a fixed accrual leave type, enter the pro rata balance for the remainder of the holiday year.
• Example 2 - for a new joiner on an hourly accrual leave type, leave the opening balance as zero as they won't yet have accrued any leave.
• Example 3 - If you are moving over from a different holiday tracking system, opening balances should reflect the staff members current balances on the system you are moving from.

Once you have entered the opening balance, click the blue tick at the end of the row, to apply the leave type to the staff member.

Finally, click the blue Done button, from the bottom of the page.