Title here
Summary here
Configuring Staff & Roles
If you are setting up a new venue, onboarding staff, or tightening access control, this guide will help you set up Staff accounts and Roles in Paimnt HQ.
What you’ll learn
- Add and enable staff members so they can sign in to POS and HQ.
- Assign the right role to each staff member so they only see what they need.
- Create (and manage) custom roles for more specific permission needs.
What you’ll need
- Access to Paimnt HQ.
- Permission to manage Staff and Roles.
- Your venue’s role plan, including who should be Admin, Manager, Operator, and any custom roles.
Security Note (PINs and Passwords)
PINs and passwords control access to POS and HQ features. Treat them like sensitive credentials.
[Screenshot: HQ navigation showing Staff → Staff and Staff → Roles]
Understanding Staff & Roles (how access works)
Paimnt HQ uses two connected concepts:
- Staff: individual user accounts. A staff account can be enabled or disabled.
- Roles: permission bundles that control what a staff member can do.
How they relate (big picture)
| Concept | What it controls | Where you set it |
|---|---|---|
| Staff | Who the person is (name, PIN, password) and whether the account is active | HQ → Staff → Staff |
| Role | What they are allowed to access and do | HQ → Staff → Roles |
| Role assignment | Which role a specific staff member has | HQ → Staff → Staff → open staff record → Permissions |
❓ What This Means
- To change what someone can do, change the Role.
- To change the person’s details (PIN, password, enabled status, RFID, role assignment), update the Staff record.
📖 Glossary
- Enabled: the staff account is active and can be used.
- Role: a named set of permissions.
- RFID / ID fob: an optional identifier that can be scanned or entered manually to associate a physical fob with a staff member.
- Bulk Edit: an editable table mode for updating multiple staff records quickly.
[Screenshot: Staff list view with columns + settings/columns icon]
Role types (Admin vs Manager vs Operator vs Custom)
Use this table to decide which role type fits each person.
| Role type | What it does | When to use it | Key limitations / special rules |
|---|---|---|---|
| Admin (default) | Full access across HQ and staff management. | For a small number of trusted people who must manage everything. | Admins have special, immutable privileges. Admins can manage all staff (including other admins) and can promote others to admin. No other role can edit an admin. |
| Manager (default) | Broad access, typically similar to admin for day-to-day operations. | For supervisors who manage staff but should not have full admin powers. | Managers have special, immutable privileges. Managers can edit themselves and any staff who is not an admin or another manager. Except admins, no other role can edit a manager. |
| Operator (default) | Only the permissions necessary to operate a till. | For front-of-house staff using POS. | Operator privileges are immutable. |
| Custom role | A role you create with a tailored permission set. | When you need narrower or more specific permissions than the defaults. | Custom roles cannot override special “Admin/Manager/Operator” rules. |
Best Practice (Recommended for Most Venues)
- Use Operator for POS-only staff.
- Use Manager for supervisors.
- Use Custom roles when you need to remove or restrict specific actions.
- Keep Admin access limited.
Hospitality Example: Baseline Custom Roles
These are common “starting point” custom roles in hospitality. Adjust based on venue needs and compliance.
| Custom role | Use for | Typical access | Keep restricted |
|---|---|---|---|
| Supervisor (Shift Lead) | Leading a shift without full admin control | POS operations, refunds/voids (if allowed), closing tasks, basic reporting | Staff management, role changes, system-wide settings |
| Cashier / FOH (Standard) | Most front-of-house team members | Sell items, apply permitted discounts, open/close own shifts | Refunds/voids above threshold, changing prices, creating accounts, editing products |
| Back Office (Reporting) | Owners or finance staff needing visibility | Read-only reporting, exports (if available) | Any POS operations, staff management, configuration changes |
Permission Tree Mapping (This Environment)
- Refunds / voids:
Toggle refund mode - Discounts:
Reprice orderRedeem voucherChange price list- Everything under Preset:
Preset fixed discountPreset fixed item discountPreset percent discountPreset percent item discount
- Direct discounts:
Percent discountPercent item discountFixed discountFixed item discount
- End-of-day / closing: same permissions as Reporting (below)
- Reporting:
Run all tills shift reportRun shift checkRun shift report
[Screenshot: Role permissions tree showing Toggle refund mode + discount permissions + reporting permissions]
Staff Page: View and Manage Staff Accounts
Path: HQ → Staff → Staff
On this page you can see all staff and whether they are enabled (active).
Default columns (typical)
- Staff code
- First name
- Last name
- Role
- Enabled (status)
- RFID (if attached)
💡 Tip: Customise Columns
Use the settings icon next to the staff search bar to change which columns are visible.
[Screenshot: Settings icon next to Staff search bar]
Staff page actions (top right)
You will typically see:
- + Add Staff
- Bulk Edit
- Refresh
Procedure: Add a new staff member
Go to HQ → Staff → Staff.
Select + Add Staff.
[Screenshot: + Add Staff button]
In General details, enter the staff member’s information:
- Staff code
- First name
- Surname
- PIN
- Password
- Enabled (switch on to activate the staff account)
- ID fob / RFID (optional)
⚠️ Important: Required Fields
The system will only enable Create once all required fields are completed.
Required vs optional (this environment)
- Required: Staff code, First name, Surname, PIN, Password.
- Required: choosing a Role.
- Required: the Enabled toggle exists, and is off by default (turn it on to activate the staff account).
- Optional: ID fob / RFID.
In the Permissions section, choose a role.
- Default roles are typically: Admin, Manager, Operator.
- You can also select any custom role created in the Roles page.
[Screenshot: Permissions section with role dropdown]
Select Create to save.
💡 Tip: If You Do Not See the Right Role
Create it first under HQ → Staff → Roles, then return to the staff member and select it.
Procedure: Bulk edit staff (faster edits)
Go to HQ → Staff → Staff.
Select Bulk Edit.
[Screenshot: Bulk Edit button]
Edit cells directly in the table (similar to editing a spreadsheet).
Turn off Bulk Edit by pressing Save in the bottom right.
📖 What This Means: Bulk Edit Behaviour Change
- When Bulk Edit is off, double-clicking a row typically opens the staff details view.
- When Bulk Edit is on, the table becomes editable for quick changes.
Procedure: Refresh the staff list
Use Refresh to load changes that might not yet be showing in the UI.
[Screenshot: Refresh button]
🚨 Heads Up: Deleting Staff Account
At the current build, staff accounts cannot be deleted in a traditional sense. You can make a staff account inactive (enabled toggle) and rename the first name field to something that would alert admin/manager it’s inactive; i.e. ‘ARCHIVED’ or ‘NOT IN USE.’
It is reccommended that if a staff account isn’t needed, reuse it the next time you need to create a staff account to save you creating a new entry.
This function may change in the future.
Roles Page: View and Manage Roles (Permission Sets)
Path: HQ → Staff → Roles
This page shows existing roles.
- Selecting a role opens its permissions so you can review access.
- For default roles (Admin, Manager, Operator), some privileges are immutable.
[Screenshot: Roles page showing role tabs/tiles and permissions tree]
🚨 Heads Up: Immutable Role Rules
Admin, Manager, and Operator have special behaviour that cannot be fully replicated or overridden by custom roles.
Procedure: Create a new custom role
Go to HQ → Staff → Roles.
Select + Add Role (top right).
[Screenshot: + Add Role button]
Enter a role name, then select Save.
Select the new role from the role list.
Configure permissions using the tree list of features.
Example: A Real-World Custom Role
A venue like The Beach Cafe might create a role called “POS Operator (Restricted)” that can use POS but cannot:
- Create members
- Create gift cards
- Add custom instructions
- Create accounts
Procedure: Rename, Clone (duplicate), or Delete a Role
Go to HQ → Staff → Roles.
Select the role from the top row (role list).
In the role’s window, select the three-dots (⋯) menu in the top right.
[Screenshot: Role window with ⋯ menu]
Choose one of the actions:
- Rename
- Clone (Duplicate)
- Delete
🚨 Heads Up: Be Careful When Deleting Roles
Deleting a role will affect staff who are currently assigned to it. If an assigned role is deleted, any assigned staff will have no role/permissions set up, and any access won’t work. An admin will need to add a replacement role to the user profile for it to function as normal.
Common Questions
Do I have to assign a role to every staff member?
Yes. A staff member must have one role assigned.
Why can’t I edit an Admin or Manager?
Admins and Managers have special rules. Typically, only an Admin can edit an Admin. A Manager usually cannot be edited by non-Admin roles.
Should I create a custom role for every job type?
Usually not. Start with Operator and Manager, then create a custom role only when you need to restrict specific actions.
Next Steps
- Add the remaining staff for your venue and assign roles based on responsibilities.
- Review Admin access and reduce it to the smallest possible number.
- If you created custom roles, test them with a non-admin account to confirm staff can do what they need (and nothing more).