Staff roles: who sees what

Every team member has one role. The role decides which screens they see, what they can do there and where AirQR opens when they sign in. A screen also needs its module to be on: a cashier only sees the Cash drawer while the Cash drawer module is on (Settings → Modules).

Set or change someone's role on the Staff page: press ⋯ next to them, then Edit name, mobile & role. The role picker shows what each role sees. Adding people, logins and PINs are in Staff, logins and roles.

Staff can sign in with an email or a mobile number. See Signing in.

The roles

Your own roles (custom roles)

When a standard role doesn't fit a job, make your own, for example a Senior waiter who can also give small refunds. Go to Staff → Roles.

1. Next to the standard role closest to the job, press Duplicate to customise (or New role).
2. Give it a Name and, if you like, a description. Based on is the standard role it starts from: its people open on that role's screen unless you choose another home screen.
3. Tick what the role can do. Permissions are grouped by module; modules that are off are folded away under Modules that are off, and their permissions only count once the module is on.
4. If the role can give discounts or refunds, set its Discount limit (%) and Refund limit. Leave them empty to use the standard role's default.
5. Pick a Home screen if you want one, and check This role will see: the exact screens its people get.
6. Press Create role. Then give it to people on the Staff page: ⋯ → Edit name, mobile & role, and pick it under Your roles.

Good to know:

• A custom role replaces the permissions of the role it's based on: untick something and its people lose it, even if the standard role has it.
• Limits: a person's own limit on the Staff page wins over the role's; the role's wins over the standard default.
• Changes reach its people straight away: their menu updates on their next screen.
• High-risk permissions (Plan & billing, business-wide changes, turning modules on and off, managing managers, creating roles) show a warning, and you must tick I understand to give them. Give them only to someone you'd trust as an owner.
• A role someone has can't be deleted. Archive it instead and choose the role its people move to; you can restore it later. A role nobody has ever had can be deleted.
• Only owners create and change roles. On Staff → Roles an owner can turn on Managers can create and change roles: managers then can, but never with the high-risk permissions and only with permissions they have themselves. Anyone who isn't an owner can only give people roles whose permissions they have themselves.
• Every role change is kept in the history (audit log).

What each person's Overview shows

• Owners and managers: the full Overview with today's sales, charts and setup steps.
• Waiters and captains: their open tables, rounds ready to serve and waiter calls. No money.
• Hosts: today's bookings, the waitlist and free tables.
• Cashiers: payments guests say they've made (to verify), tables that asked for the bill, and whether the cash drawer is open.
• Everyone else opens straight on their own screen.

If someone opens a page their role doesn't have, AirQR says so and offers a button back to their own screen.

Discount and refund limits

• Captains can give discounts up to 15% of the bill. Cashiers can record refunds up to ₹500 at a time. Owners and managers have no limit.
• To change it for one person, open ⋯ → Edit name, mobile & role on the Staff page and type their Discount limit (%) or Refund limit. Leave the field empty to use the role's default.
• A discount or refund over the limit is refused with "Ask a manager for a bigger discount" (or refund). This also applies to discounts given on the POS while offline: they're checked when the POS syncs.
• Nobody can change their own limits.

Managers and other managers

Only owners can add a manager, make someone a manager, or change, deactivate or reset the login of a manager. Managers can do all of that for every other role.

Delivery riders

• A rider sees To pick up (deliveries the restaurant accepted that nobody has taken), On the way (theirs) and Delivered today.
• Pick up puts the order out for delivery under their name and phone. When they hand it over, Delivered closes the order. If the guest pays on delivery, they pick Cash or UPI first.
• You can still dispatch a rider by hand from the Takeaway & delivery board; if you type a staff rider's name or phone, it shows on their list.

Kitchen and bar: sold out

On the kitchen and bar screens, the Sold out button (bottom left) lists the outlet's dishes. Switch one off when it runs out; guests, the AI waiter and the POS stop offering it at that outlet straight away. Switch it on again when it's back.

Why can't someone see a screen?

A screen shows for a person only when both are true:

1. Its module is on for your business and at their outlet (Settings → Modules). When a module is off, nobody sees its screens, whatever their role, and its permissions are folded away under Modules that are off in Staff → Roles.
2. Their role includes it: the standard role's screens in the table above, or exactly what you ticked for a custom role. This role will see on Staff → Roles shows the result.

So if a cashier can't see the Cash drawer, check the Cash drawer & day-end module is on before changing their role. If the module is off, they see "This module is off…"; if it's their role, they see "Your role doesn't have access to that page." More in I can't see a page or a menu item.

Offline POS and who made a change

When the POS works offline, every change is signed with the name of the person signed in on that till. If someone else signs in and the changes sync later, they still count as the original person's (their discount limit, their name in the history). See Offline POS.

Related articles

• Staff, logins and roles: adding people, logins, PINs and outlets.
• Modules: turn features on and off: which screens exist for your business at all.
• Getting started: choosing your modules: the Team question at sign-up sets up your roles.