Team & roles
One login per person, and a role that decides what they can reach. Shared logins are the thing this screen exists to prevent.
What this screen is for
Everyone who touches the app should have their own sign-in. Two reasons: the Created By column in History and on Expenses is only useful if it names a real person, and roles let a waiter take orders without being able to see your margins.
How to get here
Sidebar → Setup → Team.
The screen, part by part
| Column | Meaning |
|---|---|
| Name | The person, with their username underneath |
| Their sign-in email | |
| Contact No. | Phone |
| Role | What they are allowed to do |
Search filters the list. Edit sits on each row.
Adding a teammate
| Field | Notes |
|---|---|
| First Name / Last Name | Required |
| Required. Cannot be changed later | |
| Username | Required. Cannot be changed later |
| Role | What they can reach |
| Contact No. | Optional |
Roles
Roles are defined centrally and appear in the Role dropdown. In practice you want three shapes:
- Till / waiter — the New Sale screen, the Orders board, Tables and Bookings. No reports, no costs, no settings.
- Manager — all of the above plus Purchases, Expenses, Accounts and Reports.
- Owner / admin — everything, including Team and Settings.
Someone signed in without a role lands on an Access Denied screen. That is not a bug — it means their role has not been set yet.
Step by step
Adding a waiter
- Add → first and last name.
- Email and username they will sign in with.
- Role → the till role.
- Save, and have them sign in once to confirm it works.
Someone leaves
Change their role so they can no longer reach anything, rather than deleting the person — their name stays attached to every document they entered.
Good to know
- Do not share one login. The moment two people use one account, Created By stops meaning anything and till disputes become unanswerable.
- Roles take effect at the next sign-in.
- Each person's own profile is on My Account, which they can edit themselves.