FooodPosWiki

Back office users

Who signs in to the back office at fooodpos.com. Add a person by email address (their password is emailed to them), give them an access group and outlets, send the sign-in email again, change, deactivate and activate them.

Who uses it:OwnerWhere:Back office
On this page

A back office user is a person who signs in at fooodpos.com with an email address and a password: the owner, an outlet manager, a bookkeeper. The Back office users screen lists them, adds them and switches them off.

Nobody types a back office user's password here. When you add a person, FooodPos emails them their sign-in. They change their password themselves, with the emailed link.

The people who sign in at the POS are another list: POS users. The two are kept apart: a back office user cannot sign in at a POS with the same account.

Before you start

  • You need Users, View in your back office access group to see the screen, and Users, Edit to change it. An Administrator has both.
  • Make the access groups first, or use the two every new restaurant has: ADMIN (Administrator, built in) and MANAGER (Outlet Manager). See Back office access groups.
  • Have the person's email address ready. They need to read that mailbox to sign in.

Open Back office users

  1. In the menu, under MASTERS, click General Setup, then User, then Back office users.
  2. The page Back office users opens with everybody who is switched on.

The screen, part by part

General Setup, User, Back office users: everybody who signs in to the back office, by email address.
  1. Back office users: under MASTERS, General Setup, in the User row.
  2. Search name or email…: type part of a name or an email address. The list narrows as you type.
  3. Include inactive: also lists the people who are switched off. They show faded, with Inactive.
  4. + New back office user: adds a person. See Add a back office user. Only shown when you may change users.
  5. The amber line: how many switched-on people cannot sign in, and why: no outlet, or every outlet they have is switched off. Press Who? to see their names; Hide folds the names away. It shows only when somebody is in that state.
  6. Email: the address they sign in with. It is how this list names a person.
  7. Status: Active may sign in. Inactive cannot sign in until switched on again.
  8. Name: their name, with their phone number under it when they have one. You marks your own row.
  9. Access group: what they may do. An amber No group means the person can do nothing.
  10. Outlets: the outlets they work at, by code. All outlets is every outlet, including outlets opened later. With several outlets, default names the one they land on. An amber None is a person with no outlet, and All switched off a person whose outlets are all switched off: neither can sign in.
  11. Last sign-in: when they last signed in, or Never.
  12. The row's buttons: Edit opens the person. Send the sign-in email again shows only for a switched-on person who has never signed in. Deactivate switches the person off, Activate switches them on again. Cannot change, in grey, shows instead when you may not change this person; point at it to read why.

Add a back office user

  1. Click + New back office user. The window New back office user opens.
  2. Type the Email address the person signs in with.
  3. Type their Name. A Phone number is optional.
  4. Choose their Access group.
  5. Tick their Outlets, or All outlets, including any opened later.
  6. If they have several outlets, choose a Default outlet.
  7. Click Create user. The big green SAVED shows, and a blue line says what was emailed, for example Siti Aminah has been added. We emailed siti@kopitiamdemo.my a password to sign in with.
New back office user: an email address, a name, an access group and outlets. No password.
  1. Email: required, up to 200 characters. Upper and lower case do not matter. The grey line says what happens: We email this person their sign-in. If the address already has a FooodPos password they keep using it.
  2. Name: required, up to 100 characters. Shown in the list and in the Activity report.
  3. Phone: optional.
  4. Access group: required. It is the one thing that says what this person may do. The list starts with Choose a group…. Only back office access groups are offered, the built-in Administrator group first, marked (built in). Under it a grey line says what the chosen group means, for example Everybody in this group can do everything in the back office.
  5. Outlets: required. The outlets this person works at. They see and change only those outlets' data.
  6. All outlets, including any opened later: every outlet, now and later. Only somebody who has all outlets, or an Administrator, can give it.
  7. Default outlet: the outlet they land on after signing in. None: a person with several outlets picks one at sign-in.
  8. Create user: saves the person and sends the email.

The email is one of two kinds:

  • A new password: for an address that has no FooodPos password yet. The blue line says We emailed … a password to sign in with.
  • A note that they have access here too: for an address that already signs in to FooodPos, for example the owner of another restaurant. They keep their password. The blue line says We emailed … to say they now have access here, with the FooodPos password they already use.

Send the sign-in email again

A person who never received the email, or lost it, can be sent it once more. This works only while they have never signed in.

  1. Find the person. Their Last sign-in says Never.
  2. Click Send the sign-in email again on their row. It reads Sending… for a moment.
  3. A blue line says what was sent, for example We emailed siti@kopitiamdemo.my a password to sign in with.

A person who has signed in changes their own password: Send me a link to change my password, under their name at the top right of the back office, or Forgot your password? on the sign-in page. See Forgot your password.

Change a back office user

  1. Click Edit on the person's row. The window Edit with their name opens, read fresh from the cloud.
  2. Change what you need: the address, the name, the phone, the access group, the outlets or the default outlet.
  3. To switch the person off or on, untick or tick Active, may sign in under Status.
  4. Click Save.
Editing a person: the address, the Status tick, and the line saying what signs them out.
  1. Email: a new address signs the person out everywhere, and the new address is emailed its sign-in.
  2. Status: Active, may sign in. Untick it to switch the person off. Your own is greyed: You cannot deactivate your own account.
  3. The grey line at the foot: what a save signs them out for. Anything else, such as a new phone number, changes nothing for them.

Your own row is a little different: you cannot change your own access group (You cannot change your own access group.), nor switch yourself off. If a change to your own account ends your sign-ins, the window Sign in again says Your changes are saved. They ended every sign-in you had, this one included. Press Sign in again.

Deactivate or activate a person

A person is never deleted. Switched off, their name stays on every bill and shift they took.

  1. Click Deactivate on their row.
  2. The back office asks Deactivate Siti Aminah (siti@kopitiamdemo.my)? and says They are signed out everywhere and cannot sign in until switched back on. Users are kept, never deleted, so the bills and shifts they took still carry their name. Click OK.
  3. A blue line says Siti Aminah has been deactivated and signed out everywhere.

To switch them on again, tick Include inactive, find them and click Activate. A short message says Siti Aminah can sign in again.

Who may change whom

An Administrator may change everybody. Anybody else with Users, Edit may change only people below them, and the row says Cannot change otherwise. Point at it to read the reason:

  • Only an administrator can change an administrator account
  • This account has a more senior role than yours, so you cannot change it
  • This account has permissions you do not hold, so you cannot change it
  • This account works at outlets you do not, so you cannot change it

The same rules decide what the window offers. A manager is offered only the groups whose every permission they hold themselves (Only groups whose every permission you hold yourself are offered.), and only the outlets they work at (At least one outlet. You can give only the outlets you work at yourself.).

What if…