Users and roles
Invite managers, cashiers, captains and waiters to POS, each with their own sign-in and a role that decides what they can do.
Invite a user
- Go to Users and click Invite.
- Enter the person's Email Address.
- Choose their role under Assign Role: Admin, Manager or Staff. Restaurants also have Captain.
- Send the invitation.
The person gets an email with a link to join your business. Until they accept, the list shows them as Pending Invite.
Roles
| Role | Can |
|---|---|
| Admin | Do everything: settings, users, taxes, plan and the business profile. |
| Manager | Run products or the menu, orders, invoices, purchases, Day Close and reports. |
| Staff | Use the POS screen, work with orders and returns. In restaurants, also the Kitchen Display and KOTs. |
| Captain (restaurants) | Take table orders and send KOTs on a phone or tablet. See Captains. |
People only see the menu items their role allows.
Change a user's role
- On the Users page, click Change Role next to the person.
- Choose the new role and click Save.
The new role applies from their next click; they don't need to sign out. It doesn't use another seat. You can change a pending invite too.
- You can't change your own role.
- The business owner is always an Admin.
- Your team always keeps at least one Admin.
Captains
A captain takes orders at the tables. When they sign in, the POS opens straight on the Table View, with every table. They can:
- open any table, add items, notes, guests and the customer
- send KOT or KOT & Print, and add more items later
- take an item off after it went to the kitchen (the kitchen gets the cancel slip, as usual)
- Move Table, Move Items and Merge Table
- check the KOT list
Captains can't give discounts or tips, cancel a bill, take pickup or delivery orders, open the cash drawer, or see the dashboard, reports or settings. A discount a manager already gave on a bill stays on it.
Two switches in Settings › Billing Settings › Billing Screen decide whether captains can also handle the bill. Both are off until you turn them on:
| Switch | When on, captains can |
|---|---|
| Captains Can Print the Bill | Use Save & Print, Split Bill and e-Bill. |
| Captains Can Settle Bills | Take payment with Pay & Settle and print the settled receipt. |
Link a captain to a waiter
If the captain is also one of your waiters, link the two so tables they open get their name as the waiter, with tips and the waiter reports credited to them:
- Go to Restaurant › Waiters and click Edit next to the waiter.
- Under Captain Login, pick the captain's login and click Save.
The captain can still pick another waiter on an order. Each login can be linked to one waiter.
How many users
| Plan | Users |
|---|---|
| Free and the free trial | 1 |
| Standard | 5 |
| Professional | 15 |
| Business | Unlimited |
Every role, including Captain, uses one seat. Need one or two more? Add an Extra user add-on on Standard and above, from Upgrade Plan.
Remove a user
On the Users page, click Deactivate next to the user and confirm. They can't sign in to this business any more, and their past bills and actions stay in your records under their name. To give access back, click Activate.
See what your team did
Every change to bills, payments, prices and settings is recorded with the name of the person who made it. Admins see it, with cancels, removed items, discounts and reprints per staff member, under Audit Trail. See Audit trail.
Related
- Invite your team: how access works across the Ellibo apps.
- Audit trail
- Take table orders
- Billing settings