Employees and roles

Employees are the people who use your Register. Each one signs in with their own PIN, so sales, tips, discounts and shifts are recorded against the right person, and each one only sees what their role allows.

Employees don't need a Paybrain login. If someone needs to sign in to your account on the web, add them as a team member instead.

Add an employee

Go to Settings›Employees and tap Add.
Fill in the fields below.
Tap Add employee.

Field	What it does
Name	How they appear on the lock screen, receipts and reports
PIN	4–6 digits. Each PIN must be different from everyone else's.
Email, Phone	Optional contact details
Role	Sets their starting permissions. See Roles.
Track time	Lets them clock in and out. Shows Hourly rate ($) for payroll. See Shifts and time clock.
Can perform services	Makes them bookable as a provider on services and appointments. Only shown when the Services app is on.
Earns commission	Pays them a percentage of what they sell. Only shown when the Commissions app is on. See Payroll.
Permissions	What they can do. Picking a role fills these in, and you can change any of them.
Location access	Which locations they can use. Only shown when you have more than one location.

Roles

A role is a starting point. Choosing one resets the permission list to that role's defaults, and you can then tick or untick anything.

Role	Starts with
Admin	Full access to everything, always. Admins don't have a permission list.
Manager	Everything except Manage Commissions and View Own Schedule
Front Desk	Selling, discounts, the schedule (viewing, booking, assigning providers and editing availability), memberships and member check-in
Cashier	Selling, discounts, the cash drawer, the kitchen display, viewing and booking appointments, memberships and member check-in
Provider	View Schedule and View Own Schedule
Kitchen	View Kitchen Display
Marketing	Send Marketing Campaigns

Defaults only include permissions for the apps you have turned on. If you turn on an app later, open each employee and tick its permissions.

Permissions

The employee form lists permissions grouped by app, and only for the apps you have turned on. When someone doesn't have a permission, the screens that need it are hidden from them.

App	Permission	What it allows	Default for
Register	Manage Orders	Ring up, edit and complete sales, and open tabs	Manager, Front Desk, Cashier
Register	Process Refunds	Refund all or part of a completed sale	Manager
Register	Apply Discounts	Discount single items or the whole sale	Manager, Front Desk, Cashier
Menu	Edit Menu	Add, edit and remove menu categories, items and modifiers	Manager
Products	Edit Products	Add, edit and remove products, and use Inventory	Manager
Services	Edit Services	Add, edit and remove services, service categories and add-ons	Manager
Discounts	Manage Discounts	Create, edit and remove preset discounts	Manager
Forms	Manage Forms	Create, edit and archive intake, consent and waiver forms	Manager
Scheduling	View Schedule	See the appointment board and month view	Manager, Front Desk, Cashier, Provider
Scheduling	Manage Appointments	Book, reschedule, cancel and check in appointments	Manager, Front Desk, Cashier
Scheduling	Assign Provider	Choose or change the provider on an appointment	Manager, Front Desk
Scheduling	Manage Availability	Edit providers' working hours, days off and one-off hours	Manager, Front Desk
Scheduling	Manage Online Booking Settings	Change online booking: deposits, lead times and what customers can book	Manager
Scheduling	View Own Schedule	See the board, but only manage their own appointments	Provider
Kitchen	View Kitchen Display	See incoming food and drink orders on the kitchen display	Manager, Cashier, Kitchen
Employees	View Employees	See the employee list	Manager
Employees	Manage Employees	Add, edit and remove employees	Manager
Shifts	Edit Shifts	See everyone's shifts and correct clock-in, clock-out and break times	Manager
Payroll	View Payroll	See payroll and export it	Manager
Commissions	View Commissions	See commission on sales	Manager
Commissions	Manage Commissions	Set commission rates on employees	Admin only
Promotions	Send Marketing Campaigns	Create and send promotions to customers	Manager, Marketing
Memberships	Manage Memberships	Create plans, enroll members and manage their billing	Manager, Front Desk, Cashier
Member Check-In	Check In Members	Look up members by keychain tag or phone at the front desk	Manager, Front Desk, Cashier
Reports	View Reports	See sales, tips and performance reports	Manager
Hardware & Peripherals	Open Cash Drawer	Open the cash drawer with the Drawer button at the top of the screen	Manager, Cashier
Multi-Location	Switch Locations	Switch between locations	Manager
Multi-Account	Switch Accounts	Switch into a linked business account	Manager
Settings	Manage Settings	Change business settings, locations, payments, card readers, auto-lock and payroll settings, and run a closeout	Manager

Everyone can open Settings to pick a card reader for their till, and everyone can read Closeouts, so a cashier can count their drawer against it.

Location access

With more than one location, the employee form shows Location access on the Register, or Locations on the web. Pick the locations this person works at. Leave them all unticked to allow every location.

Location access limits which locations they can choose as the Register's active location. See Locations.

Edit or remove an employee

Tap an employee to edit them. To change a PIN, type a new one. Leave the PIN blank to keep the current one. Tap Save changes.

To remove someone, open them and tap Delete employee on the Register, or Remove employee on the web. Their PIN stops working right away, and this can't be undone.