Staff, logins and roles

The Staff page (under Admin in the menu) is where owners and managers add the team, choose what each person can do, and deactivate people who leave. You don't need anyone's email to add them. A name, mobile number and role are enough. Waiters, kitchen and counter staff can be PIN only: they clock in on the shared time clock with their PIN, and appear on the roster, attendance and tips straight away. Give a login (an email and a password you set) only to owners, managers and anyone who should sign in on their own phone.

How to add a team member

1. Go to Staff and tap Add staff. The Add a team member window opens.
2. Enter their Name, for example "Ravi Kumar".
3. Enter their Mobile number. In India, type the 10-digit mobile (+91 is added for you). For a number outside India, start with + and the country code.
4. Choose a Role (see the roles below).
5. If you have more than one outlet, choose Outlets (see below).
6. Time-clock PIN (optional): type a 4 to 6 digit PIN, or leave it empty and AirQR creates one.
7. Give them their own login: leave it off for staff who use the shared devices with their PIN. Turn it on only for people who need their own login (see the next section).
8. Tap Add to team.

You'll see "… is on the team" and, if AirQR created the PIN, Their time-clock PIN in large digits. Write it down or tell them now: it isn't shown again. Tell them the PIN in person.

They're on the team at once. With a PIN they can clock in on Team → Time clock right away, and they show on the Roster, Attendance and Tips split (on plans with staff roster & attendance). Their row on the Staff page shows PIN only · no login and PIN set.

A PIN must be 4 to 6 digits and can't be the same digit repeated (1111 is refused).

Giving someone their own login

A login lets a person sign in to AirQR themselves, on their own phone or on any device, with an email and a password. Give one to managers, and to anyone who should see My shifts or use pages like the POS under their own name.

You set the login up for them. Nothing is emailed and there's no link to accept: you tell them their email and password, and they can sign in straight away. The first time they sign in, AirQR asks them to Choose your own password (see below), so only they know it.

When adding them: in the Add a team member window, tick Give them their own login, enter their Email and choose a password (below). Mobile number becomes optional.

Later, for someone already on the team: open the ⋯ menu next to them, tap Give them a login, enter their Email, choose a password and tap Create login.

Choosing the password:

• Generate a strong password is ticked by default. AirQR makes one like Hq7c-t9Mz-KwP3-x4Rd and shows it once, with a copy button. Give it to them in person. It isn't shown again.
• Or untick it and type a Password yourself. It must be at least 8 characters, and AirQR refuses common passwords (like password123 or 12345678) and ones containing their name or email.

Giving a login keeps it the same person. Their role, outlets, PIN, roster shifts, clock-ins and tips history all stay; nothing is duplicated. Their row then shows Login: yes. When they first sign in they choose their own password before they can use anything else.

Who can give logins: owners can give one to anyone. Managers can give one only to roles below their own (every role except manager and owner), not to another manager or an owner. A custom role built on Manager, or one that can manage staff, counts as a manager here.

An email can have only one AirQR login. If the email already has one (for example the person works at another business on AirQR), AirQR says "This email already has an AirQR login". Use a different email, or contact AirQR to add that person to your business.

Signing in with a mobile number (no email)

Waiters and other staff often don't have an email. You can give them a login that uses their mobile number instead:

1. In Add a team member (or ⋯ → Give them a login for someone already on the team), tick Give them their own login.
2. Under Sign in with, choose Mobile number. The number you entered above becomes their sign-in. Nothing is texted to them.
3. Keep Generate a strong password ticked and tap Add to team. Copy the password and give it to them (you can paste it into WhatsApp). It isn't shown again.

They sign in at airqr.in/login by typing their mobile number and the password, then choose their own password. Their row shows Login: mobile number. A number can have only one AirQR login. If you change their mobile number later (Edit), their sign-in number changes with it and they are signed out on other devices.

For someone who signs in with a mobile number there's no Email a reset link (they have no inbox on file): use Reset password and tell them the new one. They can add an email later from their own menu. See Signing in.

Resetting a password

There's no "forgot password" screen. If someone forgets their password, you can email them a link or set a new password yourself.

Email them a reset link (they choose their own password):

1. Open the ⋯ menu next to them and tap Email a reset link (or tap Email a reset link instead in the Reset password window).
2. AirQR says "Reset link sent to …". The link works for 60 minutes and only once. Their current password keeps working until they use it.
3. They open the email, choose a new password and are signed in. They also get a short "password changed" email.

If AirQR says "Email isn't set up on this server", set a new password for them instead (below).

Set a new password yourself:

1. Open the ⋯ menu next to them and tap Reset password.
2. Keep Generate a strong password ticked, or untick it and type a new one.
3. Tap Set new password. Their old password stops working. Tell them the new one in person.

When they next sign in with it, they're asked to choose their own password first. Devices where they were already signed in go to the same page.

Owners reset passwords for managers and staff. Managers reset passwords for roles below their own. Owners' passwords are reset by AirQR: contact AirQR support (see Contact support). You can't reset your own password here; use Change password in your own menu instead.

If the person also uses this login at another business on AirQR, it can't be reset or removed from your Staff page. They can change the password themselves, or contact AirQR.

Removing a login

To take away someone's login but keep them on the team (for example a manager moving back to the floor):

1. Open the ⋯ menu next to them and tap Remove login.
2. Confirm. Their login is deleted and they're signed out on every device.

They're PIN only again: they keep their role, outlets, PIN, shifts, hours and tips, and use the shared time clock. They need a mobile number on their profile first; if it's missing, add it with Edit name, mobile & role. You can give them a new login later. To take away all access instead, use Deactivate.

Choosing your own password on first sign-in

Whenever someone else sets your password (an owner or manager on the Staff page, or AirQR for owners), the next time you sign in you see Choose your own password:

1. Enter the Password you were given.
2. Enter a New password twice. It must be at least 8 characters, different from the one you were given, and not a common password or one containing your name or email.
3. Tap Save and continue. You go straight to the dashboard.

You can't use the dashboard until you do this. If you're on a shared device or aren't ready, tap Sign out. The change is written to the audit log (never the password). Demo accounts are never asked.

Changing your own password

Anyone with a login can change their own password: tap your picture or initials (top right), then Change password. Enter your Current password, then the New password twice.

Older invite links

Before logins were set up directly, AirQR used invite links. Links that were already sent keep working for people who already have an AirQR login: they open the link, tap Sign in to accept, sign in with the email the link was sent to and tap Accept invite. Waiting links show under Pending invites (remove one with the bin icon), or as Login link sent on the person's row (remove it with ⋯ → Cancel login link). Giving that person a login directly cancels their old link.

Owners always need a login

An owner must have their own login, because owners handle plan, billing and staff. Only an owner can add another owner:

1. Tap Add staff and choose Owner as the Role.
2. Enter their Name, Email and a password (generated or typed). Mobile number is optional.
3. Tap Add to team and give them the password in person.

To make someone already on the team an owner, they need a login first: use Give them a login, then change their role with Edit name, mobile & role. After that, only AirQR can reset that owner's password.

What PIN-only staff can and can't do

PIN-only staff have no email and no login of their own.

They can:

• Clock in and out, and start and end breaks, on the shared Time clock tablet with their name and PIN.
• Appear on the Roster, get shifts, and be counted on Attendance, Tips split and the payroll CSV.

They can't:

• Sign in to AirQR themselves, on their own phone or anywhere else.
• Open My shifts, so they can't see their roster in the app. Share the roster with them another way, for example on your staff WhatsApp group.
• Set or change their own PIN. A manager does that on the Staff page (⋯ → Time clock PIN & pay rate).

Anything else done on a shared device (taking orders on the POS, the kitchen display and so on) is recorded under the login that device is signed in with, not under the PIN-only person. If someone needs their own name on orders and actions, give them a login.

Editing someone's details

Open the ⋯ menu next to the person:

• Edit name, mobile & role: change their Name, Mobile number, Role and Outlets, then tap Save. For someone with a login, the name comes from their own login and can't be changed here ("Their name comes from their own login.").
• Time clock PIN & pay rate: set a new PIN (4 to 6 digits), tap Remove PIN, or set an Hourly rate (optional) used for labour cost. Tell them the PIN in person; it isn't shown again. Without staff roster & attendance on your plan, this item is just Time clock PIN. See Time clock and attendance.
• Give them a login, Reset password, Remove login or Cancel login link: see above.
• Deactivate: see below.

Two rules keep the time clock working:

• One person per mobile number. Two people on your team can't share a number. If the number belongs to someone deactivated, AirQR says so and asks you to reactivate them instead.
• Names must be different. Staff pick or type their name on the time clock, so two active people can't have the same name (capitals, accents and punctuation are ignored). Add a surname or initial, for example "Ravi K." and "Ravi S.".

Deactivating someone who leaves

1. Open the ⋯ menu next to them and tap Deactivate.
2. Confirm. They lose access to your business at once, and leave the time clock and roster. Any old invite link waiting for them is cancelled. If they have a login, it stops working for your business at once.

Their shifts, hours and tips stay in your reports. Deactivated people are listed under Deactivated (…) at the bottom of the Staff page. If they come back, open ⋯ and tap Reactivate; they return with their role, outlets and PIN.

Deactivate a leaver the same day they leave. Rules that keep your account safe:

• You can't change your own role or deactivate yourself.
• Only owners can change or deactivate an owner.
• Only owners can add a manager, make someone a manager, or change or deactivate a manager.
• There must always be at least one owner.

Limiting staff to certain outlets

If you have more than one outlet, the Add a team member and Edit name, mobile & role windows show Outlets:

• All outlets (including future ones): they can work at every outlet, and new outlets are added automatically.
• Untick it and choose specific outlets: they only see and work at those outlets, and only appear on those outlets' time clock and roster.

A manager who is limited to some outlets can only add and manage people within their own outlets. Owners always have every outlet.

Roles and what they can do

There are eleven standard roles: Owner, Manager, Captain, Cashier, Waiter, Host, Kitchen, Bartender, Delivery rider, Inventory clerk and Accountant. You can also make your own roles in Staff → Roles (for example a "Senior waiter"); they appear under Your roles in the role picker. The role picker says what each one sees. Each role opens on its own screen when it signs in (a waiter on Tables, the kitchen on the kitchen display, a rider on their deliveries).

The full list, each role's screens, its home screen, your own roles and the discount and refund limits are in Staff roles: who sees what.

A screen also needs its module to be on (Settings → Modules) and in your plan: when a module is off, nobody sees its screens, whatever their role. If someone can't see a page, see I can't see a page or a menu item. For PIN-only staff the role still matters: it's used on the roster and tips split, and it's what they get if you give them a login later.

Staff limits on each plan

Everyone active on the Staff page counts, with or without a login, including owners. Older owner invites under Pending invites that haven't expired also count. Deactivated people don't. When you reach the limit, adding someone shows "Your … plan includes … staff logins. Upgrade in Settings → Billing to add more." Deactivate people who have left, remove unused invites, or upgrade on Plan & billing (see Plans and billing). Going over a limit never locks out people who are already on the team.

Common questions and troubleshooting

• Do I need everyone's email? No. Only people with a login need one, and owners always have a login. Everyone else can be added with a name, mobile and PIN.
• I forgot the PIN AirQR created. It isn't shown again. Open ⋯ → Time clock PIN & pay rate and set a new one.
• "Someone on the team is already called …": add a surname or initial so the time clock can tell them apart.
• "… already has this mobile number.": each mobile belongs to one person. If it says (deactivated), reactivate that person instead of adding them again.
• "That email already belongs to someone on your team.": that email is already on another person's profile. Check the Staff list.
• "Owners need their own login. Give them a login first.": give the person a login, then make them an owner.
• "Reactivate … first.": you can't give a login to someone who is deactivated.
• "That password is too common. Pick something harder to guess.": choose a longer, less obvious password, or tick Generate a strong password.
• "This email already has an AirQR login.": one email, one login. Use a different email, or contact AirQR to add that person to your business.
• "You can give logins only to roles below your own.": managers can give logins to every role below manager. Ask an owner.
• "Only owners can add or change managers.": ask an owner to add, promote or change a manager.
• "Owners' passwords are reset by AirQR.": contact AirQR support to reset an owner's password.
• "Add …'s mobile number first (Edit), then remove the login.": PIN-only staff need a mobile number. Add it, then tap Remove login again.
• Someone forgot their password: use ⋯ → Email a reset link (if they have an email) or ⋯ → Reset password. There's no "forgot password" button on the sign-in page.
• An old invite link says "This invite has expired": the link was already used, is more than 14 days old, or was cancelled. Give them a login directly instead.
• "This invite was sent to … but you're signed in as …": the person must sign in with the email the link was sent to, or you can cancel the link and give them a login directly.
• "… is already on this team under another name.": that login is already on your team as a separate person. Deactivate one of the two profiles.
• A person isn't on the time clock: they have no PIN, are deactivated, or don't work at this outlet. Check their row on the Staff page.
• "Your role doesn't have access to that page" after tapping a link: the person's role doesn't include that page. An owner or manager can change their role.
• "You don't have permission to do that.": the action (for example a void or discount) isn't part of their role. Ask a cashier or manager.
• A staff member can't see an outlet: open Edit name, mobile & role and add it under Outlets.
• There's no ⋯ menu next to someone: it's you (you can't change yourself), or they're an owner or another manager and you're a manager.
• "Team member not found.": a limited manager is trying to manage someone outside their outlets.