Set up a new team member end to end

The full chain in order — role, person and PIN, shift, schedule — with a worked "payments but no refunds" example.

Getting a new person working on your terminals touches a few screens, in a particular order. This guide stitches them together with a worked example: a waiter who can take payments but not issue refunds, then placed on Friday's rota.

Staff must be switched on for your account. If you don't see the Staff section, ask your account manager.

Do these in order

Some steps depend on earlier ones, so order matters:

Create or choose a role (roles come before members).
Add the person, give them that role and a PIN.
Check their sections, so they see the right tables.
Build a shift if you don't have one (shifts come before the schedule).
Place the shift on a day and attach the member.

Steps 2 and 3 below are for the one Staff list. If your menu still shows Staff members and People, do step 1, then follow If your menu still shows Staff members and People, then carry on from step 4.

Step 1 — Role: payments but not refunds

A role is a set of permissions for what someone can do on the device. Go to Staff Roles and create one (e.g. "Waiter"). Each capability is a separate checkbox, so you can allow payments while withholding refunds:

Under Payments & money, tick Take cash payments.
Leave Refunds unticked.
Set the rest (Split the bill, Apply discounts, Print receipts…) as you want. Apply discounts opens a list of your discounts — tick the ones a waiter may use and leave the manager-only ones off.
Under Tables & service, Merge bills starts unticked. Leave it that way for a waiter unless you want them putting two tables onto one bill — it's a floor-manager job, and there's no undo.
Under Till admin, decide which manager controls they get — the cash drawer, reports, wastage, Kitchen orders and so on. Tick none and they won't see the Till admin button on the till at all, which is usually what you want for a waiter.

Full detail on the capabilities is in Roles and permissions, and the Till admin sections in Who can see what in Till admin.

Step 2 — Add the person, with their PIN

Go to Staff → Staff and press Add staff. Enter their name, pick the access profile you just made (one is required), and type a four digit PIN, or click Suggest one. The PIN is what they type to sign in on a device. There is no separate passcode to create.

Leave Give them every section on the floor plan ticked and they will see every table on the till from their first sign-in. Untick it only if you want to choose their sections yourself afterwards — until you do, they will see no tables at all. (The box is only there once you have at least one floor-plan section.)

If your account has more than one site, you will also see a Site dropdown. It decides which tills this person can sign in on: pick a site and they can sign in only on that site's tills, or choose All sites to let them sign in anywhere. You can change it later on their profile. With a single site there is no such dropdown.

If they also need to log in to this website, the owner or an admin can turn on Give them an account in the same box. A Manager does not see that switch.

Then click Add staff. See Staff, in one list.

Step 3 — Check their sections

Click the person in the list to open their profile and look at Sections they serve. That sets which tables they see on the device. If you left the tick box on when you added them, every section is already ticked; untick any they should not see and click Save at the top right. Leave every box unticked and they see no tables at all. If you run more than one venue the list is grouped under each venue's name, and you can tick sections at more than one venue — that is how cover works.

See A person's profile.

Step 4 — Build a shift (if needed)

The schedule places shift templates onto days, so you need at least one. If you haven't built any, go to Shifts and create one (name, hours, break, optional role, colour). See Shifts.

Step 5 — Put them on Friday's rota

Go to Schedule, click the Friday you want, pick your shift template, attach the member, and save. See Schedule.

Check it worked

The member should now show:

an access profile and a PIN that shows as Set on the Staff list, and
their name on the Friday shift in the Schedule.

They can then sign in on a terminal with their PIN and take payments — but the refund button stays locked because you left Refunds unticked.

The one Staff list is being switched on account by account. Until yours is switched, steps 2 and 3 are:

Go to Staff members and use the add form above the list. Enter their name and pick the role you just made, then click Add. The Give them every section on the floor plan box and the Site dropdown work as described above.
Go to Store settings → Passcodes and add a passcode with a 4 to 8 digit PIN and the Type set to Staff.
Back on the member's page, pick that passcode in the Passcode section and click Save in the bar at the top. That one Save covers details, passcode and sections.

A portal login for them is separate on this version: see Giving someone else a login.