Back office access groups
What a back office user may do. Make a group with a code, a name and the permission grid (View, Edit and the actions of every screen, Everything, the tick-all boxes), the Manager group tick, the POS rights a group may give, and the built-in Administrator group.
On this page
An access group is a list of what its people may do. Every back office user is in exactly one group, and the group is the only thing that decides what they see and change: which screens open, which buttons work, which reports they read.
Back office access groups are for the back office only. The rights at a POS are in other groups: POS access groups.
A new restaurant has two back office groups: ADMIN, the built-in Administrator group, which can do everything, and MANAGER, Outlet Manager, a starting point you may change or delete.
Before you start
- You need Access Groups, View to see the screen, and Access Groups, Edit to change it.
- Only an Administrator can grant Everything (*), tick Manager group, or change a group that grants everything. Anybody else ticks and unticks only the permissions they hold themselves.
Open Back office access groups
- In the menu, under MASTERS, click General Setup, then User, then Back office access groups.
- The list opens, with the built-in Administrator group first.
The list, part by part
Back office access groups
What a back office user may do: menus, reports, stock and setup. An administrator can do everything regardless.
| Code5 | Name6 | Grants7 | Members8 | Status9 | |
|---|---|---|---|---|---|
| ADMIN Built in | Administrator | Everything | 1 active | Active | View Delete |
| MANAGER | Outlet Manager Manager group | 52 permissions | 2 active + 1 inactive | Active | Edit Delete10 |
| BOOKS | Bookkeeper | 9 permissions | 1 active | Active | Edit Delete |
| TRAINEE | Trainee | Nothing | None | Inactive | Edit Delete |
- Back office access groups: under MASTERS, General Setup, in the User row.
- Search…: finds a group by its code or name.
- Show inactive: also lists the groups that are switched off. They show faded.
- + New back office group: makes a group. Only shown when you may change groups.
- Code: the group's short code. Built in marks the Administrator group, which cannot be changed or deleted.
- Name: the group's name. Manager group marks a group whose people are managers. See The Manager group tick.
- Grants: Everything (every permission, now and later), Nothing, or how many permissions it ticks.
- Members: how many people are in it, for example 2 active + 1 inactive, or None.
- Status: Active or Inactive.
- The row's buttons: Edit opens the group, or View when you may only look at it. Delete deletes it, greyed while it cannot be deleted; point at it to read why.
Make a group
- Click + New back office group. The window New access group opens.
- Type a Code (up to 20 characters), such as BOOKS, and a Name, such as Bookkeeper.
- Tick the permissions the group's people need, screen by screen. See The permission grid.
- Click Create group. The big green SAVED shows.
- Put people in it: Back office users, Edit on the person, Access group.
Permissions
Everything (*)Every permission, including any added to FooodPos later. Only an administrator can grant it.5| Screen7 | ☐ View8 | ☐ Edit9 | ☐ Actions10 |
|---|---|---|---|
| ☐ MASTERS11 | |||
| Outlets · masters.location | ☑ | ☐ | — |
| Users · masters.user | ☐ | ☐ | — |
| Staff · masters.staff | ☑ | ☐ | ☐ Set a clock PIN, clock password and machine PIN |
| Taxes & Charges · masters.tax | ☑ | ☐ | — |
| ☐ OPERATIONS | |||
| Attendance corrections (add, change or void a clock in or out) · attendance | — | ☐ | — |
| ☐ REPORTS | |||
| Sales Reports · reports.sales | ☑ | ☐ | — |
| Attendance · reports.attendance | ☑ | — | — |
| Audit Log · reports.audit | ☑ | ☐ | ☑ See what changed (before / after)12 |
| ☐ POS RIGHTS THIS GROUP MAY GIVE13 | |||
| Take Orders · give.pos.order | ☐ | ☐ | ☐ Void a line or bill ☐ Apply a discount … |
- Code: required, 1 to 20 characters, different from every other back office group's. A POS group may have the same code.
- Name: required, up to 100 characters. It is what the user window's Access group list shows beside the code.
- The grey line: a back office group holds back office rights only, and only back office users can be put in it. A group's kind is chosen when it is made, by the screen it is made on, and never changes.
- Manager group: makes the group's people managers. Only an Administrator can tick or untick it; for anybody else it is greyed.
- Everything (*): every permission, including any added to FooodPos later. Shown only to an Administrator. Ticked, every box below shows ticked and greyed.
- The count and All: how many of the permissions on this screen the group grants, for example 9 of 152 permissions granted. All ticks every box on the grid, or clears them all when every one is ticked already. It is not Everything: it ticks today's boxes, one by one.
- Screen: one row per screen of the back office, with its permission code in grey under its name, such as masters.staff.
- View: may open the screen and read it. The box in the column's head ticks or clears every View at once.
- Edit: may add, change and delete there. The box in the head ticks or clears every Edit.
- Actions: the extra rights a screen has, each with its own tick. The box in the head ticks or clears every action. A dash means the screen has none, or has only one of View and Edit.
- A section, such as MASTERS: the screens are grouped. The box before its name ticks or clears every box in that section.
- An action, such as See what changed (before / after) on the Audit Log.
- POS rights this group may give: not rights of its own. See POS rights this group may give.
- Create group: saves the group. On an existing group the button is Save.
The permission grid
The grid lists every screen in sections. A box ticked here grants that right; nothing is saved until you press Create group or Save.
| Section | What is in it |
|---|---|
| Masters | Outlets, Users, Access Groups, Staff, Item Categories, Items, Modifiers, Combos / Set Meals, Taxes & Charges, Price Levels, Promotions, Vouchers, Payment Methods, Order Types, Void / Discount Reasons, Units of Measure, Suppliers, Document Numbering, Customers (Pay later & deposits) |
| Layout | Table Plan Designer, Menu Designer, Kitchen printers (set up on the POS), Kitchen Stations, POS Terminals (with Pair a device), Attendance machines |
| Operations | Reservations, Stock Balance, Stock Documents (with Post a stock document), Recipes, Pay later (back office), Deposits (back office), Attendance corrections |
| Member | Member (members, points, wallet, vouchers), with its four actions |
| Reports | Sales Reports, Item Sales, Payment Summary, Tax Summary, Commission, Promotions & Vouchers, Stock Reports, Pay later Reports, Deposit Reports, Attendance, Audit Log |
| Live service | Floor Plan, Open Bills, QR Orders and QR Ordering, Kitchen Tickets, Custody (kept items), Shifts report, Mark an item sold out, Day-end check (dashboard) |
| POS rights this group may give | One row for every POS right |
The rights for staff attendance are:
- Staff, the action Set a clock PIN, clock password and machine PIN: the Clock button on Staff Master.
- Attendance machines (Layout), View and Edit: the attendance machines of each outlet, and Send staff to machines on Staff Master.
- Attendance corrections (add, change or void a clock in or out) (Operations): Edit only.
- Attendance (Reports): View only.
POS rights this group may give
A back office manager often sets up the cashiers, but holds no POS right of their own. This section says which POS rights the people of this group may hand out when they make or change a POS access group, and which POS groups they may put a POS user in.
These ticks grant nothing in the back office and nothing at a POS. An Administrator may give every POS right.
The Manager group tick
The people in a group are stored as one of three:
- The built-in Administrator group: administrators. They can do everything.
- A Manager group: managers. Besides the group's ticks, they may also set up POS terminals and their settings, print formats, system buttons, customer display pictures and payment groups, and manage people junior to them.
- Any other group: staff. They can do exactly what the ticks say.
Ticking or unticking Manager group signs the people in the group out once. The foot of the window warns you: Saving signs the 2 members of this group out once: the Manager group tick changed.
Change a group
- Click Edit on the group's row. The window is titled Edit and the group's code.
- Change the code, the name or the ticks.
- Click Save.
The people in the group get the new rights from their next request, without signing out. The foot of the window says so before you save, for example Saving changes what the 2 members of this group may do from their next request. Nobody is signed out. After the save the SAVED splash says Members have the new permissions from their next request.
The built-in Administrator group
The ADMIN group, Built in, opens with View only. The window Access group ADMIN says Everybody in this group can do everything in the back office. It cannot be changed or deleted, and a restaurant always keeps at least one active person in it. Press Close.
Delete a group
- Move the group's people to other groups first.
- Click Delete on the group's row.
- The back office asks Delete access group "Bookkeeper" (BOOKS)? and says This cannot be undone. Click OK.
- A short message says Deleted.