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Chapter 5: Managing Staff


Chapter 1. Video Tutorial

Chapter 2. Introduction

Tap Staff to set up or edit who can use TouchBistro and assign each staff member access to different aspects of the app and mirror their table/section assignments.

Chapter 3. Edit Staff Types

Before you create staff members, you need to create Staff Types. Staff Types are assigned certain security settings. Staff members assigned these staff types get the Staff Type security settings.

1. You can edit an existing staff type by tapping it.

2. Tap Add on the top right to create a whole new staff type.

3. If you’re creating a new Staff Type, enter a name for the Staff Type in the Name field (e.g., “Shift Supevisor”). Note, if a server opens a bill, the server’s Staff Type Name will appear on a guest check. Ensure your staff Staff Type Name is spelled correctly and is appropriate.

4. If you are using the 7shifts integration, complete the 7shifts Integration Name field with the staff name this staff type maps onto.

Section 1. Permissions

Permissions give the staff member who clocks under the staff type access to different features of TouchBistro. Set these permissions as appropriate for the staff type. Permissions are divided into four sections: General, Payments, Staff, and Manager.

1) General



Can Receive System Notifications

If enabled, the user will receive system generated messages like out of stock warnings.

Can Update and Launch TouchBistro

If the Security setting Requires Passcode to Open Restaurant is enabled, staff members with this setting enabled have the rights to open the restaurant.

Can Compose Message

Gives the staff member the ability to compose messages in the messaging system.

Is Back of House

If enabled, employees assigned this staff type will be accounted for as Back Of House staff on labor reports.

Clock In/Clock Out Only

If enabled, limits a staff member’s ability to access TouchBistro. The staff member can only use the clock in/clock out function with his/her passcode on the login screen. This option should be set for staff members that don’t need to use TouchBistro as a POS or have any access to TouchBistro but you would still like to use TouchBistro to record their clocking in/clocking out.

Can Disable Reports

Disables the ability for the staff member to see his/her shift reports. You might, for example, want to hide the ability of bartenders to see how much alcohol they’ve sold during their shift.

2) Payments



Can Authorize and Perform Voids

The staff member can authorize the voids of other staff members. As well, the staff member does not require approval to process his/her own voids.

Can Authorize and Perform Discounts

If enabled, the staff member does not have to seek authorization for discounts. As well, the staff member can approve other staff members’ discounts.

Can Authorize and Add Gratuity

If enabled, the staff member does not have to seek authorization to add an auto grat to a bill. As well, the staff member can approve other staff members’ auto grat additions.

Can Refund Closed Bills

Gives the staff member the ability to initiate a refund on a closed bill.

Can Open Cash Drawer

If enabled, the staff member does not have to seek authorization to open the cash drawer. As well, the staff member can approve other staff members’ need to access the cash drawer.

Can Perform Pay Ins/Payouts

Gives the staff type to have the ability to do payouts and pay ins. If enabled, you can limit the maximum amount the staff type is allowed to payout or accept as a pay in. For example, you might set a bartender staff type to $75 and a manager staff type to $200. See this guide for how to use Pay Ins and Payouts.

3) Staff



Can Manage Orders

If enabled, the staff member does not need approval:

1. To resend items to the kitchen, delete takeout orders

2. Exclude tax from orders

3. Add items to an order that are marked out of stock

4. Add menu items that have been set for requiring manage approval

5. Delete items from an order if the Security setting that requires a manager passcode has been enabled. As well, this staff member can approve order deletes.

Staff types with this setting can open tables and assign them to other staff members at the time of opening.

Note: You must enable this if you wish to give the staff type the ability to perform an End of Day.

Return Items and Negative Priced Items

If a menu item can be set for a negative price, this allows the staff member to set up the menu item as a negatively priced purchase and push through a manual refund.

Can Access Takeout/Delivery

If enabled, lets the staffer access the Orders option on the front end.

Can Access Reservations

If enabled, lets the staffer access the Reservation option on the front end.

Can Access Point of Sale

If enabled, lets the staffer access the Point of Sale floor plan item.

Can Access Personal Register

If enabled, lets the staffer access their own personal POS register.

Enable Fast Bar on Point of Sale

When enabled, the staff member will always be in Fast Bar mode when accessing the Cash Register screen. The staff member will not be able to exit from Fast Bar mode until the Admin disables Enable Fast Bar on Point of Sale.

Note: bartenders using fast bar will not be prompted for forced modifiers.

Bypass Unsent Items When Using Fastbar

If TouchBistro has been set up to warn the user of the cash register that items have not been sent to the kitchen printer, you can disable this warning for fast bar users.

Uses Bartender Printer

If enabled, when the staff member sends orders, menu items with a Drinks course setting will go to a designated Global Bartender Printer.

Required Recording of Cash Tips

If enabled, when the staff member clocks out, the staff member will be prompted to enter cash tips received during their shift.

Can Access Accounts

If enabled, lets the staffer create accounts. Accounts are tabs (credit) you extend to customers and the customers settle at some later date. You should not give every staff member the ability to create accounts. You do not want, for example, wait staff creating accounts on the fly for their friends and extending them credit at your establishment.

Can Access Other Waiter Tables

If you have enabled Lock Staff to Assigned Tables under Security, but wish employees with the same staff type to still be able to access those tables, enable this option. For example, Lock Staff to Assigned Tables is enabled. Mary is a server. She cannot access the table John has opened. However, if you enable this option, Mary will be able to access John’s table as long as John is clocked in as a server staff type as well.

Note if you have Lock Staff to Assigned Tabs/Deliveries/Takeouts enabled under Security, if this option will not give shared access to orders. It’s only applicable to orders at tables.

4) Manager



Can Accept Pending Clouse Changes

Allows the staff member to accept menu and restaurant changes made by Remote Menu Management.

Can Manage Menu

If enabled, the staff member can access the Menu section and make certain changes.

Can Manage Staff

If enabled, the staff member can force other staff members to clock out.

Note: You must enable this if you wish to give the staff type the ability to perform an End of Day.

Can Manage Shifts

The staff member can adjust the clock in/clock out times for other staff members. The staff member can also delete shifts as well as edit cash tips claimed.

Can Manage Payment Gateways

If enabled, the staff member can access the Payment Gateway options and close batches.

Can Perform End of Day Reporting

Allows the staff member to close the business day and generate the end of day report. This option will be unavailable unless Can Manage Orders and Can Manage Staff are also enabled.

Can Manage Ingredient Purchases

If enabled, the staff member can access the inventory Stocking & Tracking screen to add to/adjust an ingredient’s stock.

Can Access All Reports

Allows the staff member to access TouchBistro reporting features.

Section 2. Duplicating or Deleting a Staff Type

If you would like to create a new staff type based on an existing staff type, tap Duplicate Staff Type. If this Staff Type is no longer in use (no staff members have been assigned to it), you can remove it by tapping Delete.

Chapter 4. Edit Staff

After creating your staff types (e.g., server, bartender, shift supervisor, etc.) return to the main staff screen and tap Staff to create and manage accounts for your staff members.

The staff page gives you a quick way of seeing who has signed into their iPad and how long they have been signed in for. Slide Only show clocked in to the green position to filter your staff list to show only staffers currently signed into to an iPad.

Tap Current to see your currently employed staff. Tap Archived to see staff you’ve flagged as Archived (ex-staffers or seasonal).

Section 1. Admin Account

When you create your restaurant you will only have an Admin account (the one you’re using). There can only be one Admin account. It’s important not to do sales with your Admin account, as the Admin account does not generate a Shift Report and can lead to confusion about missing sales. As well, you should not use your Admin Account to make changes to your restaurant setup during service hours. Wait until you close your restaurant to make changes to menu items, prices, tax rates, and the like.

Tap the Admin account and tap Passcode to immediately change your passcode from the TouchBistro-supplied default to something unique. Note this new password down and keep it someplace safe. If you lose your Admin password there is no easy way to recover it. You will need to contact TouchBistro technical support. Password recovery may be a billable charge.

Section 2. Managing

After adding additional staff members, the Staff screen allows you to edit and manage those staff members.

Tap the Information icon next to a staff member to edit and manage his/her clockout status and messages.

Section 3. Clocking Out

Staff members should clock themselves out via the front end. However, if it’s obvious a staff member has not clocked out, tap the Information icon next to the staff member and select Clockout. TouchBistro will generate a Shift Totals report. Export it to CSV, email it, or print it if desired. Tap Done to complete the clock out.

Alternatively, you can tap Force Clockout All Staff to clock out all staff members (for example at the end of the night).

Section 4. Viewing Messages

Admin users can access received and sent messages of all staff by accessing Admin | Staff & Hours and tapping the Information icon associated with the staff member.

Admin users can tap on the Information icon associated with the Admin account and send out messages as the Admin.

Section 5. Adjust Clockin Time

It’s not uncommon for staff members to clock in some time after they started their work shift. And it is easy to forget adjusting the shifts hours later when the staffer clocks out. Use Adjust Clockin Time to set the start time during the staffer’s shift. Use the time wheels to set the correct clock-in time and tap Done.

Section 6. Adding a Staff Member

Note: Once you add a staff member, you cannot delete it. However, you can archive inactive staff members using the staff member’s Archive option.

1. Tap the Add + icon on the top right to add a new staff member.

2. Complete the Edit Staff screen.

3. The Display Name/Alias field is used to display the server name on the guest check. We suggest only entering a first name or first name and last initial to protect the privacy of your wait staff. Display Name/Alias must be unique. No two staff members can share the same Display Name/Alias.

4. Complete the First Name and Last Name fields so you can maintain the actual name of your employee on file. The first and last names entered here are not exposed on customer-facing guest checks.

5. Phone and Email fields help Admins and Managers maintain employee contact information on the iPad.

6. If you want to give staff members a discount when they are ordering food for themselves, enter the percentage discount in the Staff Discount field.

7. If a staff member prefers to have the menu on the right side of the Order screen, you can enable Right Hand Mode.

8. Enable Dark Mode for this staff member if required. This darkens the screen elements, and may be more appropriate for darker venues, where a very bright screen might prove distracting to diners. This feature may be enabled on an individual basis, only for staff who want or need it. NOTE: This is not to be confused with Dark Mode in iPadOS, which is not supported by TouchBistro.

9. Tap Set Passcode to assign the staffer a passcode login. The passcode must be unique. Passcodes can be a minimum of 1 number, although for security purposes, you should create passcodes at least 4 numbers in length. Some payment integrations also require 4 number passcodes.

10. Tap View/edit Shifts to view the staff member’s clock in/clock out times (or edit them) as well as view the staff member’s end of shift read. If you manually edit a shift, TouchBistro will indicate the shift was modified, by whom, and when.

11. Tap Manage QR Code to associate a QR code with this staff member. You can print out the QR Code and let a staff member sign into TouchBistro via the QR Code instead of entering the passcode. If you want to email the QR code, ensure this iPad has an Internet connection and you’ve set up the iPad’s own email app. See this document for a tutorial on using QR Codes.

12. TouchBistro will default to a unique color to represent which tables are being served by this staffer. Tap Assign Color for Tables to pick a new color. Tap Save to select the color.

13. Tap Assign Default Table/Point of Sale/Floorplan if you want TouchBistro upon login of this staffer to immediately display a specific table, point of sale, or floor. You might have TouchBistro immediately open a table or point of sale if the staffer is logging into an iPad fixed as a terminal.

14. Tap Staff Type to set this employee’s staff type.

15. If you want this staff member to be able to log in under different roles, tap all appropriate Staff Types, When you set a Staff Type, TouchBistro sets the general and managerial permissions (listed at the bottom of the screen) based on the how they were set for the Staff Type. If the staffer is set for multiple staff types, the general and managerial permissions will be set based on the Staff Type the staffer selects upon clock-in.

16. Tap an Information icon to set the staff member’s Hourly Rate of Pay when they are logged in as that staff type. Values entered here are used in labor reports. For reporting purposes, changes to the pay rate are reported on a “go forward” basis. If you later change the rate of pay, TouchBistro will not retroactively adjust pay values on previous labor reports. Pay will be calculated at the new rate the next time the staff member clocks in.

17. Enable Archive Staff Member if you need to temporarily disable the staffer’s access (for example, the staffer is on vacation or seasonal staff) or want to disable access for an ex-staffer but want to retain their data for future record keeping.

18. Finally, tap Done/Save to return to the Staff List screen.

Chapter 5. Add a Manager Staff Type and Manager Staff Member

It’s advisable to not use the Admin profile for day-to-day operations. So make sure you create a Staff Type for yourself and possibly for other for staff members with all or most of the managerial permissions enabled. For example, you may want to create a “Manager” Staff Type with all the Manager Permissions enabled and then assign that Staff Type to the staff member accounts you want to sign off on voids, run reports, and perform all end of day type duties like an admin profile.

When you create a new restaurant, TouchBistro adds a Staff Type called Manager.

The Manager staff type has all Manager Permissions turned on.

As well the Manager staff type has two General Permissions turned on: Can Access Accounts and Can Return Items and Access Negative Priced Items.

After you review these setting, return to the Staff page and tap Staff.

Open an existing Staff account or create a new one. You should assign this Manager staff type to at least one Staff profile. Assign a Name, a Passcode, and tap Staff Types. Select the Manager staff type. Tap Done/Save to save this staff profile.

Chapter 6. Setting Up Breaks

If you want to track breaks in TouchBistro (both paid and unpaid breaks), you can use the Break Type option to set up allowable breaks. For a detailed tutorial of how breaks are created, taken by staff, and reported on, see the Using TouchBistro’s Staff Break Feature guide.

1. Tap Staff and tap Break Types.

2. Tap the Add + icon at the top right.

3. Give this break type a name. For example, “Meal Break”.

4. Enter the break’s duration in minutes (e.g., 30).

5. If this break is paid, slide Paid Break to the green position. If disabled, the break duration will be subtracted from the staff member’s service time as defined by the staff member’s clock in/clock out times.

6. Tap Create.

7. Tap the Add + icon at the top right to add any additional breaks. For example, Rest Break. When you’re done, tap < Staff to return to the Staff page or tap Restaurant to return to the floor plan. However, before you exit from this page, we suggest you review each break and ensure its break type (Paid/Unpaid) is set correctly.

Section 1. Deleting a Break

To delete a break swipe left on the break and then tap Delete.

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