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Chapter 5: Managing Staff

Print

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 1. 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. If you want to create a new staff type based on an existing staff type, tap the Information icon associated with the existing staff type and tap Duplicate.

3. Tap the Add /wp-content/uploads/2015/06/white_plus_in_black_square.jpg icon on the top right to create a whole new staff type.

4. If you’re creating a new Staff Type, enter a name for the Staff Type in the Name field (e.g., “Shift Supevisor”).

6. Enable or disable General Staff Permissions:

Option

Description

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 Same Role

When disabled, staffers cannot access the tables of other staffers. If enabled, staffers can access other staffers tables as long as they have the same staff type set. For example, a staffer with a staff type of waiter can access any other table opened by a waiter.

Can Access Personal Register

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

Can Access Point of Sale

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

Can Access Reservations

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

Can Access Takeout/Delivery

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

Can Bypass Unsent Items When Using Fast Bar

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.

Can Compose Messages

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

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.

Clock-in/Clock-out

If enabled, limits a staff member’s ability to access TouchBistro. The staff member can only user 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.

Disable Reports (Blind Read)

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

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.

Requires 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 Return Items and Access Negatively Priced Items

By default only a manager or admin can process a return. This gives a staff member access to this functionality.

Is Back of House

If enabled, employees assigned this staff type will be accounted for as back of the house staff on labor reports.

7. Enable all or some Manager Permissions if this staff type should be assigned to managerial staff accounts.

Option

Description

Can Access Reports

Allows the staff member to access TouchBistro reporting features.

Can 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 Manage 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 Manage 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 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.

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

Can Manage Payment Gateways

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

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 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 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 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 End of Day

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 Receive System Notifications

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

Can Manage Bills

If enabled, the staff member can refund bills under Bill/Guest Check History.

8. Tap Done/Save to save your changes.

9. Any edits you make to existing Staff Types will change the permissions given to staff members already assigned the edited staff type.

Note: if you change any of these settings, logged-in staff members will need to clock out and clock back in for the new settings to take effect.

Section 1. Enabling Pay In/Payout Rights

If you would like the staff type to have the ability to do payouts and pay ins, you can enable it in this bottom section.

1.  Enable Can Perform Pay Ins and/or Can Perform Payouts.

2.  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.

Note: the Admin may do an unlimited pay in/payout amount.

See Also

Payouts Video Tutorial

Chapter 2. Edit Staff

After creating your staff types (e.g., waiter, 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 some place safe. If you lose your Admin password there is no easy way to recover it. You will need to contact TouchBistro technical support. Password recovering is 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 chapter4image019 Chapter 5: Managing Staff 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 chapter4image019 Chapter 5: Managing Staff 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 chapter4image019 Chapter 5: Managing Staff icon associated with the staff member.

Admin users can tap on the Information chapter4image019 Chapter 5: Managing Staff 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

1. Tap the Add white plus in black square Chapter 5: Managing Staff icon on the top right to add a new staff member.

chapter5image008 Chapter 5: Managing Staff

2. The Display Name/Alias field is used to display the waiter 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.

3. 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.

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

5. 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.

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

7. 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.

8. 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 indicated the shift was modified, by whom, and when.

9. 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 pass code. If you want to email the QR code, ensure this iPad has an Internet connection and you’ve setup the iPad’s own email app. See this document for a tutorial on using QR Codes.

10. 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.

11. 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.

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

13. 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 a labor reports. For reporting purposes, changes to the pay 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.

14. 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.

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

Chapter 3. Add a Manager Staff Type and Manager Staff Member

It’s advisable 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.

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