Roles decide what people see
Roles
A user does not get permissions of their own. They get a role, and the role carries the permissions. Change the role once and every person on it changes with it.
The Roles screen is admin-only. It lists every role with its Display Name, its description, how many users are on it, and whether it is a System role or a Custom one.
System roles are the ones that ship with the software. You can edit their permissions but not their internal key.
The roles that come with the software
Roles
Administrator has full access to everything, including Settings, Roles and Users. Keep this for the owner and nobody else.
Manager has access to most features except role and user management.
Cashier is the POS terminal and order management only — the till, the orders list, the tables and the ability to apply a discount.
Rider is the delivery portal only: their own deliveries and collecting cash on delivery.
Waiter takes orders on the POS and sends them to the kitchen, with no payments and no discounts.
The permission grid
Roles → Edit Role
Open any role and you get a grid. Down the left is every Module in the software — Dashboard, POS Terminal, Orders, Tables, Table Bookings, Categories, Menu Items, Deals, Customers, Riders, Deliveries, Rider Portal, Riders Ledger (Approval), Online Orders, Online Users, Kitchen (KDS), Inventory & Stock, Own Consumption, Suppliers, Purchases, Cash / Bank / Card, Expenses, Expense Categories, Reports, Employees, Attendance, Waiter Shifts, Users, Roles and Settings.
Across the top are four actions: view, add, edit and delete. Tick the box where a module meets an action to allow it.
view is the one that matters most — without it, the module simply is not in that person's sidebar.
An All tick on each row turns the whole row on or off, and Select All and Clear All do the same for the entire grid.
| Module | View | Add | Edit | Delete |
|---|---|---|---|---|
| POS | ||||
| Orders | ||||
| Reports | ||||
| Settings |
A stock keeper who can receive goods but not price the menu
- Inventory & Stock: view, add and edit ticked, delete unticked.
- Suppliers: view and add ticked.
- Purchases: view, add and edit ticked.
- Menu Items, POS Terminal and Reports: nothing ticked.
- That person opens the software and sees only the Inventory & Purchases group in the sidebar.
Limiting which order types a role may ring up
Roles → Edit Role
Three modules in the grid exist only to fence off order types: POS — Dine-In Orders, POS — Takeaway Orders and POS — Delivery Orders.
Tick view on the ones a role is allowed to take. Only those buttons appear along the top of their till.
Leave all three unticked and the role can take all three, so an older role is never accidentally locked out.
The built-in Waiter role
Roles → Waiter
Waiter is ready to use with nothing to set up. A waiter signs in straight to the till, takes the order at the table and sends it to the kitchen, where it waits in the Order Tab as Pending.
Pay and Complete are not theirs, so the bill is always settled at the counter. There is no discount button and no till access.
They can see the Tables page — which tables are free and what is running on them — and the Orders list, and they can start and read their own shift.
If you do want your waiters to settle their own tables, tick Take Payment / Complete Order on the Waiter role.
Creating a user
Users → Add User
Users is under Admin in the sidebar and is open to admins and managers.
Add User asks for a Full Name, an Email, a PIN (4-6 digits), a Password and its confirmation, a Role, an optional Branch, and an Active Account tick.
The email is the login name and has to be unique. The password must be at least six characters.
Active Account is on by default. Untick it to stop somebody signing in without deleting their history — the right way to handle a member of staff who has left.
- 1 Open Users from the sidebar.
- 2 Tap Add User.
- 3 Fill in the name, email, PIN, password and role.
- 4 Leave Active Account ticked.
- 5 Save.
The four logins a small restaurant needs
- The owner, on Administrator — the only login that can open Settings, Roles and Branches.
- The counter cashier, on Cashier — the till, the orders and the tables.
- Two floor staff, on Waiter — they take orders and send them to the kitchen, and the counter settles the bills.
- Every one of them gets their own PIN, so the Sales Report can say who rang up what.
PINs in practice
Users
A PIN is 4 to 6 digits and must be different for every user — the software refuses one that is already taken.
Because the PIN identifies the person on its own, it is what makes the shared counter screen work: the PIN pad login, and starting a waiter shift.
Change a PIN from Users, or let each person change their own from the pencil icon beside their name in the sidebar.
Do not reuse a leaver's PIN for the new starter. Untick Active Account on the old user first, so the two are never confused in the history.
Tying a user to one branch
Users → Add User
The Branch box on a user restricts that user to that branch's data. Leave it on -- No Branch (Global) -- for staff who work across all of them.
It only matters when the Multi-Branch System module is switched on.
This chapter describes the software as it is today. Every account gets the same guide inside the product, searchable and printable.