Add a staff member
Team → Users is where every login is created. The screen’s own summary is the shortest description of what it does: Invite staff, assign roles, and control who can access the dashboard.
- Plans
- Bistro, Brasserie, Signature, Enterprise
- Can it be switched off?
- No. It is part of every plan that includes it and cannot be switched off.
- Limit
- Up to 500 (users). Your own limit is set on your plan and may be lower.
Two kinds of login
Section titled “Two kinds of login”When you add a person you pick a login method, and the choice is about whether they need an email address at all.
Standard (Email)
Section titled “Standard (Email)”The normal choice for anyone who will use the dashboard — owner, manager, accountant, support. You enter a name, an email address and a password of at least 8 characters. RestroManage emails them a welcome message with a link to your dashboard login page.
Quick Access
Section titled “Quick Access”The choice for floor and counter staff. The dashboard explains it as: No email or verification required. User can log in immediately with their username and password or PIN.
You enter a name and a username, and then at least one of a password or a 6-digit PIN. If you supply neither, the dashboard answers Either a password or a 6-digit PIN is required.
Username rules, verbatim from the form: Letters, numbers, underscores, hyphens only. Leave blank for email-only login. Usernames are stored lowercase and must be unique in your restaurant.
A work email is optional on a Quick Access login — the field is labelled Leave blank if no work email — and a Quick Access account never has to verify anything, so the person can work their first shift the moment you press save.
The 6-digit PIN
Section titled “The 6-digit PIN”The PIN is the number someone types at the till. The form calls it Used for POS / Quick Login. Leave blank to keep the current PIN, and it must be Numbers only — exactly 6 digits.
A standard email login can also have a PIN and a username. That is how an owner or manager who also works the counter signs in on the POS app without typing an email address.
Three rules apply to every PIN:
Trivial PINs are refused. Repeated digits, sequential runs and a short list of common combinations are all rejected, each with its own message:
- This PIN is too common. Choose a less predictable combination.
- A PIN of repeated digits is not allowed.
- A sequential PIN is not allowed.
A recent PIN cannot be reused. The last three PINs on the account are remembered as hashes, and reusing one gives This PIN was used recently. Choose a different one.
Wrong guesses lock the account. After 5 wrong PIN attempts the identity is locked out for 15 minutes. That is the same budget as a 6-digit email code, because the two have the same number of possible values.
Assigning a branch
Section titled “Assigning a branch”If you run more than one branch, the location field decides where the person works, and the rule is not the same for every role:
- Cashiers, waiters, and other staff must be assigned to a branch.
- Managers can access all branches when left blank.
Leave it blank for an owner or a manager and they reach every location. Leave it blank for anyone else and RestroManage assigns them your default branch rather than letting them float — and if your restaurant has no branch at all yet, saving fails with A location is required for this role. Create a location first.
Changing the branch later follows the same rule: trying to move a cashier or waiter to All Locations is refused with A location is required for this role. Staff cannot use All Locations.
Single-branch restaurants never see any of this; there is one location and everyone is on it.
Removing someone
Section titled “Removing someone”There are two different deletes, and only one of them is reversible.
| Action | What happens |
|---|---|
| Delete | This will soft delete the user. They won’t be able to login but their data will be preserved. |
| Permanently delete | This will permanently delete the user. This action cannot be undone! |
Use the first one when somebody leaves. Their orders, shifts and cash records keep naming them, which is what you want when you look at last month’s till. A soft-deleted account can be restored from the same screen.
The owner account can be neither soft-deleted nor permanently deleted.
Editing someone
Section titled “Editing someone”Open the person, change what you need and save. Two guards apply: the owner account can only be edited by the owner themselves (or by RestroManage support while helping you), and no other account can be promoted to owner.
Where to go next
Section titled “Where to go next”- Roles and what each person can do
- One login per person, one role per login
- Your profile — changing your own name, email and password