Users and roles

Go to Users & roles. The page lists every staff account with its Staff code, Role, Status and the date it was Added.

Owners, admins, managers and payroll officers can open the page. What you can change depends on your role:

• Owners, admins and managers can add and edit staff.
• Managers can only manage staff below admin level.
• Only an owner can add or edit an Owner or Admin account.
• Owners and admins can set individual rights and edit role bundles.

Use Excel or PDF at the top of the page to download the staff list.

Caution

Give every person their own account and PIN. Never create a shared “waiter” account. TillPoint records each order, payment and approval against the person who did it, and a shared account makes that record useless.

Adding a staff member

1. Select Add staff member.

2. Fill in the form:

   Field	Notes
   Full name	Their real name. It appears on orders, receipts and the audit trail.
   Staff code	Unique within the business.
   Email	Their work email. It must be unique.
   Role	What they can do. See Roles and permissions. You only see roles you are allowed to assign.
   Unique staff PIN	4–8 digits, not used by anyone else in the business.

3. Select Create staff member.

Give the PIN to the person privately. They can use it straight away on any activated terminal. A new account has no usable email password; owners, admins, managers and payroll officers set their own after unlocking a terminal with their PIN. See Setting your management password.

If TillPoint says Choose a different PIN, someone else already uses that PIN. If it says Choose a different email or staff code, one of those is already taken.

Editing a staff member

1. Select Edit on their row.
2. Change the name, staff code, email or role.
3. To set a new PIN, type it in New PIN (optional). Leave it blank to keep the current PIN.
4. Select Save changes.

You cannot change the role of your own account.

Resetting a forgotten PIN

Open Edit, enter a new PIN in New PIN (optional) and select Save changes. Give the new PIN to the person privately.

Profile photo

Select the camera icon on a staff member’s picture and choose a JPG, PNG or WebP image of up to 5 MB. The photo appears on the staff list, in the header when they are signed in, and on the card shown after they unlock a terminal.

Sections

Select Sections on a staff member’s row to choose which sections of the branch they can use. Tick the sections and select Save sections. If you tick none, they keep access to the whole branch.

Individual rights

Normally a staff member gets exactly the rights of their role. Owners and admins can change that for one person.

1. Select Rights on their row.
2. Choose one:
   • Use … defaults — they follow their role, including any later changes to it.
   • Custom rights — tick or untick each right for this person only.
3. Select Save rights.

The rights are grouped, for example POS & restaurant, Sales, finance & oversight, Catalogue, stock & purchasing, People & administration and Payroll & compensation.

Rows with their own rights show Custom rights under the role. If you later change that person’s role, they go back to the new role’s defaults.

The change takes effect straight away. Ask the person to lock and unlock the terminal, or sign in again, so their menu catches up.

Some limits apply:

• An Owner’s rights are fixed.
• You cannot change your own rights, unless you are the owner.
• An admin cannot change another admin’s rights, and can only give rights they hold.
• Some rights, such as managing roles, managing integrations and paying payroll, can only be given by an owner.

To change what a whole role can do, see Changing what a role can do.

Importing staff from Excel

Use this to set up a whole team at once.

1. Select Import Excel.
2. Select Download Excel template. The workbook has the column headings, a list of the roles you can assign, and an Instructions sheet.
3. Fill in one row per person: full_name, email, staff_code, pin and role are required. Keep the headings unchanged.
4. Optionally, insert one JPG or PNG photo of up to 1 MB into the image cell of that person’s row.
5. Back in TillPoint, select Choose completed workbook and pick your file.
6. Select Review workbook.
7. Check the preview. It shows Rows, Ready, Errors and Photos, and marks each row Ready or Needs attention with the reason.
8. When every row is ready, select Import … employees.

The import is all-or-nothing. If any row has an error, nobody is created. Fix the workbook and review it again.

A workbook can hold up to 200 employees and be up to 25 MB. Formula cells and linked images are not accepted. PINs must be 4–8 digits and unique.

Viewing a staff member’s activity

Select Logs on their row. It lists actions they performed and changes made to their account, with the date and time, who performed it, and the details.

Owners, admins and managers can see logs.

Removing access when someone leaves

TillPoint does not delete staff history. Delete removes the person’s access but keeps every order, payment and audit record they were part of.

1. Make sure their shift is closed, and their open orders are closed or transferred to another waiter. TillPoint refuses to delete an account until both are done.
2. Select Delete on their row.
3. Enter the Reason for deleting access, for example Left the business.
4. Select Delete user.

Their password, PIN and staff card stop working immediately. The row stays on the list with the status Deleted and Access removed under the name. A deleted account cannot be edited.

You cannot delete the account you are signed in with.