Staff Roles and Permissions: Who Can Do What
Owner, Manager, Floor and Kitchen roles in Café QR, what each can open and do, how manager PIN approvals work, and how to change permissions for each role.
Updated 23 October 2026
Every member of staff is recorded by name, so you can see who did what and decide who can do the sensitive things: refunds, discounts, giving items away, and seeing your takings. Staff either have their own sign-in (an email and password, for their own phone or laptop) or just a PIN for the café's shared till, tablet or kitchen screen.
The four roles
| Role | Made for | Can open |
|---|---|---|
| Kitchen | Chefs and baristas | The kitchen screen |
| Floor | Waiters and counter staff | The waiter app: tables, open tabs and the till |
| Manager | Shift and general managers | Also orders, bookings, cash-up, the menu, stock, offers and reports |
| Owner | You | Everything, including payments, staff, settings and the plan |
Only owners can change payments, staff, settings and the plan. Help & guide only shows each person the guides for what their role can open, so a waiter never sees guides to Settings.
Add a member of staff
- Open Settings in your dashboard, then Staff & what they can see (under Team).
- Type their email address, choose their role and, if you have more than one branch, where they work. Tap Invite.
- They get an email to set a password. Until they've signed in, they're listed under Pending invitations; afterwards, under Current staff.
With more than one branch, Floor and Kitchen staff work at one branch each. Only managers can be given all branches.
To remove someone, tap Remove next to their name. They lose access straight away.
Change what each role can do
Under What each role can do on the Staff page, each sensitive action can be set per role to:
- Allowed: they can do it themselves.
- Needs manager PIN: they can do it once a manager types their PIN on the same screen.
- No: the option isn't offered to them.
The actions you can control are:
| Action | Default for Floor | Default for Manager |
|---|---|---|
| Give a discount at the till | Needs manager PIN | Allowed |
| Comp (give away) items | Needs manager PIN | Allowed |
| Cancel an unpaid order | Allowed | Allowed |
| Refund a paid order | No | Allowed |
| Open or close the drawer | No | Allowed |
| Record cash paid in or out | No | Allowed |
| See sales and takings | No | Allowed |
| Edit menu and prices | No | Allowed |
| Mark items sold out | Allowed | Allowed |
Kitchen staff can cancel an unpaid order from the kitchen screen by default, and nothing else on the list. Owners can always do everything. Reset to defaults puts every role back the way it started.
Manager PINs
Each manager (and the owner) sets their own Till PIN, 4 to 6 digits, under My profile. They use it to switch in as themselves at the till, and to approve an action that needs a manager PIN. The PIN is never shown, only set or changed.
How many staff sign-ins you get
| Plan | Sign-ins included (owner included) |
|---|---|
| Order & Pay | 3 |
| Order & Pay + Delivery | 3 |
| POS | 10 per venue |
| Multi-site | Unlimited |
Each sign-in beyond that is £3 a month. Pending invitations count until they're accepted or cancelled. Staff with a PIN and shared devices are free and unlimited, so most floor and kitchen staff don't need a sign-in at all: see Shared tills, tablets and staff PINs.
During the free month you get the POS allowance (10) whatever plan you picked. Cafés priced in rupees have no limit for now.
Moving to a smaller plan
Nobody is removed. If you have more sign-ins than the new plan includes, the extra ones stay and are billed at £3 a month each. To avoid that, tap Pause or Make PIN only next to someone on the Staff page. A paused person can't sign in or use a PIN, isn't billed, and comes back with Resume.
If the plan is cancelled or a payment fails, everyone's sign-in except the owner's is paused and shared devices stop. Restarting the plan brings them all back.
Tips
- Never share one login. Give people their own sign-in or their own PIN, so the activity log and refunds stay traceable.
- Use "Needs manager PIN" for discounts and comps rather than "No": it keeps service moving while a manager still signs off.
- Remove leavers on their last day. It takes one tap and closes their access immediately.