Invite staff and set permissions

Inviting staff

On the "Staff" tab, an owner/manager holding the team.manage permission can add a new employee, give them a starting role right away (e.g. manager, server, kitchen, cashier, warehouse, front desk, technician, housekeeping, sales), then fine-tune permissions per person on the "Roles and permissions" page.

Roles and permissions

Two layers you need to tell apart:

• Role defaults (e.g. what "Manager" gets by default) is a system-wide registry, not owned by any one shop — view only, cannot be edited from a shop
• Per-person permissions are set for real on this page — tick individual permissions for one employee. Once saved, that person uses their "per-person permissions" instead of the role default from then on, and no longer reads the role's value, until you press "Reset to role default"

Setting permissions, step by step

1. Pick the employee to set up from the bar at the top
2. Tick/untick permissions in the table below, grouped by category: team, finance, shop, restaurant, lodging, services, retail, accounting, assets, procurement, projects, factory, automation, memberships, events, parking, bots
3. Press "Save permissions"

Rules to know before setting permissions

• You can't grant someone more than you hold yourself — a permission you don't have is disabled, with the message "You don't hold this permission yourself, so you can't grant it to someone else"
• You can't edit your own row's permissions from this page — have another owner do it, to prevent locking yourself out by revoking your own access
• The shop owner holds every permission by virtue of ownership — editing the owner's row on this table has no effect
• The "Edit member permissions" permission (team.permissions) belongs to the shop owner only and can't be delegated

Org chart

The company's department layout, reporting chain, and position levels — anyone on the team can always view this chart, no special permission needed. But creating/editing departments or moving someone in the chart needs the team.manage permission, unlike "Roles and permissions" which is about who can press what — this chart only says who's in which department and reports to whom, and has nothing to do with usage permissions.

The system automatically prevents cycles (departments referencing each other in a loop) and blocks structures that are too deep — if a move fails, check whether it would create a cycle or go too deep.

Staff cards

See who has a staff card, suspend, restore, or cancel a lost card. Needs the team.manage permission.

• Suspend — temporary, can be restored later
• Cancel — permanently dead; a new card is only issued the next time that employee opens one

Scanning/entering a token to verify a card is genuine and hasn't been cancelled is done on the "Verify staff card" page — anyone on the team can use it, no special permission needed.

Clock-in time — work-time patterns and real clock-ins

Two separate but connected screens:

• Work time — sets the shop's clock-in pattern (fixed in/out times, or a flexible hour quota). Everyone can view their own pattern; editing a pattern needs team.manage
• Clock-in log — the real daily clock in/out record, the basis for estimated wage figures

Who can approve someone's edit request is computed by the system from the reporting chain (the org chart above), not simply by who holds team.manage — a supervisor outside that person's chain, or the requester themselves, won't see an approve button.

Leave

Two parts — actual leave requests and leave policy:

• Leave — every employee can submit their own leave request from this screen without any special permission. An owner/manager holding attendance.manage approves or rejects it
• Leave policy — set the leave types the shop offers, day counts by tenure, and the approval chain. Needs the team.manage permission to edit — the legal minimum figures the system shows are for reference only, not a system-enforced rule; the shop still needs to verify these match real law itself