FooodPosWiki

Staff Master

The people who serve, earn commission and clock in and out. Add a staff member (Staff code, Name, Second language, Category, Phone, Joined, Photo URL), set their clock PIN, clock password and attendance machine PIN, send staff to the attendance machines, and how they show on the POS.

Who uses it:OwnerManagerWhere:Back officeWindows POSAndroid POS
On this page

Staff are the people who serve your guests: waiters, servers, bartenders. They are not the people who sign in to the POS (those are POS users), although one person can be both.

A staff member is used three ways:

  • Who served: the POS can ask which staff member served a bill or a dish, and the Commission report counts it for them, by their category.
  • Clock in and out: on the POS's sign-in screen, with their staff code and a clock PIN or clock password, and on an attendance machine.
  • The staff code: also the login id for the waiter app.

Before you start

  • You need Staff, View in your back office access group to see the screen, and Staff, Edit to add and change staff.
  • Setting a clock PIN, clock password or machine PIN needs the action Set a clock PIN, clock password and machine PIN. Send staff to machines needs Attendance machines, Edit.
  • Make the staff categories first: every staff member needs one. See Staff Categories.

Open Staff Master

  1. In the menu, under MASTERS, click General Setup, then Staff, then Staff Master.
  2. The page Staff opens with every staff member who is switched on.

The screen, part by part

General Setup, Staff, Staff Master: the staff list, how each one clocks in, and their machine PIN.
  1. Staff Master: under MASTERS, General Setup, in the Staff row. The page itself is titled Staff.
  2. Search…: finds staff by code, name, second-language name or phone.
  3. Show inactive: also lists staff who are switched off, faded.
  4. Send staff to machines: puts every switched-on staff member who has a machine PIN on the attendance machines. See Send staff to the attendance machines. Shown only to people who may change attendance machines.
  5. + New: adds a staff member.
  6. Category: the staff category, which decides their commission rates. The columns before it: Code, Name (with the second-language name in grey) and, after it, Phone and Joined.
  7. Clock: how they can clock in on a POS: PIN, Password, PIN + password or None. It never shows the PIN or password itself.
  8. Machine PIN: their user number on the attendance machine, or —.
  9. The row's buttons: Clock sets their clock PIN, clock password and machine PIN; Edit opens them; Delete deletes them, or switches them off when they have been used.

Add a staff member

  1. Click + New. The window New Staff opens.
  2. Type a Staff code, such as S004, and their Name.
  3. Choose their Category.
  4. Fill in the rest if you like.
  5. Click Save. The big green SAVED shows.
  6. To let them clock in, click Clock on their row. See Set how a staff member clocks in.
New Staff: a code, a name and a category are needed.
  1. Staff code: required, up to 20 characters, different from every other staff member's. Also the login id for the waiter app, and the code a staff member types to clock in on a POS.
  2. Name: required. What the POS shows when it asks who served.
  3. Second language: their name in a second language, shown in grey beside it.
  4. Category: required. Decides which commission rates apply.
  5. Phone: optional.
  6. Joined: the day they joined, optional.
  7. Photo URL: the address of a photo of them, optional.
  8. Active: ticked, the staff member is in use. Untick it to switch them off.

Set how a staff member clocks in

A staff member clocks in and out on a POS with their staff code and their clock PIN, or their clock password instead. Either is enough. With neither, they cannot clock in on a POS.

  1. Click Clock on their row. The window Clock in / out: S001 Siti Aminah opens.
  2. To give a clock PIN, type 4 to 6 digits in the first box and the same in Again.
  3. To give a clock password, type at least 8 characters and the same in Again.
  4. If they use an attendance machine, type their user number on it in Attendance machine PIN.
  5. Click Save. Leave a box empty to keep what is set.
The Clock window: a clock PIN, a clock password and the machine PIN.
  1. The line at the top: what the POS asks for, with this staff member's code.
  2. Clock PIN: 4 to 6 digits, typed twice. Beside its name, Set (green) or Not set (grey).
  3. Clear the clock PIN: shown when a PIN is set. Tick it and save to take the PIN away. Clear the clock password does the same for the password.
  4. Clock password: at least 8 characters, typed twice. Set or Not set beside it.
  5. Attendance machine PIN: up to 20 letters and digits, such as 7: the user number on the ZKTeco attendance machine. The machine's punches under that number that had nobody yet become this staff member's. After the save, SAVED may say so, for example 3 machine punches now theirs.

The POS checks the clock PIN and password itself, so clocking in works without the internet. The POS takes a new or changed clock PIN at its next pull from the cloud.

Send staff to the attendance machines

An attendance machine knows a staff member only once it has been sent them.

  1. Give each staff member who uses a machine an Attendance machine PIN (see above).
  2. Click Send staff to machines.
  3. The back office asks Send every active staff member with a machine PIN to the attendance machines of their outlet?, Each machine takes them at its next call to the cloud, usually within a minute. Click OK.
  4. A message says what was sent, for example 5 staff sent to 2 machines. Each machine takes them at its next call to the cloud, usually within a minute.

The machines are the switched-on ones of the outlets you may see. They are added under Outlet, Attendance machines.

Change, switch off or delete a staff member

  • Edit opens the staff member. Change what you need and click Save.
  • To switch them off, untick Active and save. They no longer show on the POS.
  • Delete asks Delete "Farid"? and says If it has already been used it will be deactivated instead, so existing records stay intact. A staff member on a past bill, a table visit or an attendance record is switched off, and a message says, for example, Deactivated — still used by past bills.

Staff on the POS

Staff reach the POS with its next pull from the cloud. They show:

  • when the POS asks Who served this bill?, or who served a dish as it is added. Whether the POS asks as dishes are added is the POS terminal setting's Ask who served when an item is added. See POS Terminal Settings: Selling tab and Who served.
  • in the Clock in / out window of the sign-in screen.

Clock in / out on the POS

The Clock in / out button is on the sign-in screen, beside Exit POS, while at least one staff member of the outlet can clock in. It works the same on Windows and Android.

Clock in / out on the POS: the staff code and clock PIN, then the person's state, with who is in beside it.
  1. Your staff code, then your clock PIN. (With the password: Your staff code, then your clock password.)
  2. Clock PIN: keyed on the pad below it. Clock password instead after Use a password instead.
  3. Next: checks the code and PIN on the POS. It reads Checking… for a moment.
  4. Use a password instead / Use a PIN instead: switches between the clock PIN and the clock password.
  5. Who is in: everybody clocked in today, with the time since. Nobody is clocked in. when nobody is.
  6. The person's state: Not clocked in, or Clocked in since 09:02 (3 h 14 min).
  7. Clock in or Clock out: records it. For three seconds the POS says, for example, Siti Aminah clocked out at 12:16, then the sign-in screen is back.
On Android

The first step has Next and Close instead of Cancel and Next. Everything else is the same.

At the day end, the POS mentions anybody still clocked in, for example 2 staff still clocked in: Ahmad, Mei Ling. This does not stop the day end.

What if…