Giving someone else a login

Give your manager, accountant or chef their own back-office login to this website, and choose what each of them can see.

You can give people their own login to this website, the back office where you run menus, reports and settings. A login here is called an account.

Accounts are managed on the Staff list, under Staff → Staff, next to each person's till details. Only the account owner and admins see accounts or can change them. A Manager can add staff and set till PINs, but does not see the Account column or the Account card.

If your menu still shows Staff members and People, the same steps live on the People screen. See If your menu still shows Staff members and People.

Inviting someone

There are two ways in, and both send the same invitation:

Someone new. On the Staff list press Add staff, fill in their details and turn on Give them an account. See Staff, in one list.
Someone already on the list. Open them and press Give them an account on the Account card. See A person's profile.

Type their email address, choose what they can see, and send.

Everyone you add gets an access profile for the till as well. For someone who never uses the till, such as your accountant, leave the PIN blank. With no PIN they cannot sign in on a till.

They get an email from Tillable that names you and your business, with an Accept invite button. One click takes them to a page where they choose a password. That is all they do, because you have already told us who they are. You never see or set the password.

The link in the email expires after an hour.

Until they accept, their account shows as Invited.

If they cannot find the email

Open the person and use the Account card:

Resend invite sends the email again.
Copy invite link gives you the same link to paste into a text or a chat.

Either one issues a fresh code, so the link in any earlier email stops working — tell them to use the new one.

If they already have a Tillable login, we add them to your account instead and send nothing — they sign in with the password they already use, and the page tells you that is what happened.

What each level means

Pick a level and the full list of what it opens appears underneath, ticked, with a line under each one saying what that person would actually be able to do. You are never choosing a job title blind.

| Level | Meant for | | --- | --- | | Admin | Your business partner or second-in-command — everything, including billing and inviting other people | | Manager | The day to day — menu and prices, stock, staff, bookings, tables and trading | | Accountant | The money — reports, transactions and exports | | Kitchen | The food — menu and allergens, recipes, stock and the kitchen screens |

The one difference worth looking for: a Manager does not get Margin, invoices and VAT. An Accountant does.

The Marketplace

Two lines on the list decide who can use the Marketplace — your hotel's room charges, and the links that let an AI assistant read your reports:

See integrations — open the Marketplace and see what your venue is connected to. It changes nothing.
Connect and set up integrations — connect or disconnect a system, change its settings, and send or re-send what it is owed.

Manager has both. Accountant and Kitchen have neither, and neither does any level you built yourself before these two lines existed — tick them under Change on the Account card if that person needs them. Someone without See integrations does not see Marketplace in their sidebar at all. Connecting an AI assistant stays with you and your admins whatever you tick.

Sending a message to every loyalty member (Loyalty → Messages) also stays with you, your admins and anyone on Manager. Everyone else can see what was sent but cannot send or cancel one.

Building your own

Choose Custom… and the same list becomes tickable. Tick exactly what that person can open — the explainer under each line tells you what it means, so Modifiers, sizes and offers says plainly that it moves prices.

Billing, payment settings and managing people are never on the list. They stay with you and your admins whatever you tick.

Changing what someone can see

Open the person and press Change on the Account card. It opens on what they have today, so widening a manager's access is a tick, not a rebuild. Save, and it takes effect on their next page.

You no longer need to remove someone and invite them again to change their level.

Note

The level takes effect straight away. Someone on Manager cannot open your margin, invoice or VAT reports — the pages refuse, not just hide — and the VAT figure is dropped from the reports summary they do see. Admin and you are unaffected.

The Loyalty by tag report lists customers by name, so it opens only for people whose level lets them see Customers.

AI Reporting answers from the same takings as your reports, so it opens only for people whose level includes Sales, covers and end of day. Kitchen does not see it.

Guest names and customer details

Your guests' names and contact details follow the same two ticks everywhere they appear, not only on the Bookings and Customers pages:

Front of house opens only for someone with See the diary.
On Home, the Bookings today tile needs See the diary, and the Top customers tile needs Customer records and loyalty.
On a booking, View customer profile and the Booking for an existing guest? search need Customer records and loyalty. Someone with the diary but not customer records can still take and change bookings — they type the guest's details in rather than picking them from your list.

An account and a till PIN are two things on one person

A person on the Staff list can have a till PIN, an account, or both.

The PIN signs them in on the till. What they can do there comes from their access profile.
The account signs them in to this website. What they can open comes from What they can see on the Account card.

Giving someone a PIN does not give them an account, and giving them an account does not put them on the till. Changing one never changes the other.

If someone shows twice, once as a staff member and once as an account, see Match accounts to staff.

Who is who

The Account column on the Staff list shows Active, Invited or None for each person. Open a person to see their login email and what they can see.

Removing someone

Open the person and press Remove account on the Account card. They lose access immediately — not at the end of the day, not when their session runs out. The next page they open will not load. They stay on the till.

When someone leaves altogether, Archive them instead. That stops their PIN and removes their account in one step, and keeps their timesheets and sales. See A person's profile.

Two rules protect the account:

Only the account owner can remove an Admin, or make someone one.
Nobody can remove the account owner.

If an email is already in use

An address that already runs its own Tillable account cannot also be added to yours — they would need a different one. This is a limit of the current release, and the page tells you before it sends rather than half-adding them.

Someone who works across two venues needs a separate login for each for now.

Switching it on

Accounts only appear once Team accounts is enabled on your account. If you cannot see the Account column as the owner or an admin, ask us to turn it on.

The one Staff list is being switched on account by account. Until yours is switched, accounts live under Account & settings → People, and everything above works the same way from there:

Press Invite people to invite someone.
Open the ⋯ menu on a row for Resend invite, Copy invite link, Change access and Remove.
Until someone accepts, the list shows Invited — not signed in yet.

On that version, People and Staff members are two separate lists. A till passcode is set up under Staff → Staff members, and it has no connection to the person's account here.