How to Set Up Employee Roles and Permissions in Your QSR POS?

Multiple employees manage various tasks at the same time. However, if a cashier mistakenly access manager-level features like financial reports, they would be able to alter sensitive data or disrupt workflows. So, properly setting up employee roles and permissions is a MUST to avoid confusion and inefficiencies in your QSR.

OneHubPOS simplifies managing employee roles and permissions effectively and securely. This ensures each team member has access to only what they need, enhancing both productivity and security.

This article guides you through how to easily set up roles and permissions in your QSR POS and explains why OneHubPOS is the best choice for your business.

The Challenge

Often, controlling access to certain features and data is one of the toughest pain points of managing a busy QSR. Let’s explore some of the pain points:

Security Risks  

Without proper controls, sensitive data like sales figures, inventory, and cash management can be at risk. What if one of your employees accidentally accesses sensitive sales reports? Ideally, they should only be viewed by management. This breach of security could lead to unauthorized changes or even data theft. 

Operational Confusion  

Picture a busy lunch rush where the server is distracted by requests for refunds or menu management on their handheld POS system. This not only affects kitchen efficiency but can lead to customer dissatisfaction as well. With such overlaps in permissions, nothing gets done efficiently.

Improper Access Control  

Suppose you hire a new cashier. But you don’t adjust the permissions correctly. Then, they might access features meant for managers, leading to potential mishaps. This can create inefficiencies, as the new hire may not know what tasks they are authorized to perform. That’s how manually managing employee permissions can become overwhelming as your quick service restaurant grows. 

Impact on Productivity  

When your team lacks clear access to necessary tools, their productivity suffers. For example, if servers have to constantly seek manager approval to process refunds, it creates bottlenecks, especially during peak hours. This can frustrate both employees and customers, leading to a negative dining experience.

Why OneHubPOS is the Best Solution for Your QSR

Choosing OneHubPOS to manage employee roles and permissions resolves these challenges for you. Here’s how:

Ease of Setup  

Even if you’re going to start your quick service restaurant and have no technical background, you can easily assign roles within minutes with OneHubPOS. Setting up roles and permissions in OneHubPOS is quick and simple. It has an intuitive interface. So, you don’t need to be a tech expert to configure everything. 

Customizability  

The responsibilities of every employee vary. OneHubPOS allows you to tailor roles and permissions for each level of your staff. It could be a cashier, manager, or admin. You can ensure each role has access only to what they need. 

Advanced Security  

Sensitive information, such as financial data or inventory levels, needs to be protected. So, OneHubPOS enables secure, role-based access. This ensures that only authorized personnel can view or edit critical data to keep your business safe from internal and external threats.

Role-Based Dashboards  

Once you assign permissions, OneHubPOS makes role-specific dashboards to employees. This means each team member only sees the information and tools relevant to their job. Consequently, there is no confusion and productivity improves as employees can focus on their tasks without distractions.

Increased Efficiency  

When the OneHubPOS dashboard clearly defines roles and permissions, your employees know exactly what they can and cannot do. This avoids confusion and reduces errors. Plus, the onboarding process for new hires becomes simpler as you won’t need to constantly train staff on what’s off-limits. They’ll know from day one.

Mobile and Remote Access  

If you have QSRs at multiple locations, the mPOS system of OneHubPOS gives you the ability to manage roles and permissions remotely. You could be at home, on vacation, or simply away from the restaurant. Despite that, you can make quick adjustments without needing to be on-site.

6-Step Guide to Set Up Roles and Permissions in OneHubPOS

Let’s get into how to set up employee roles and permissions for your QSR using OneHubPOS. The process is simple and can be done in just a few steps.

Step 1: Log in to the OneHubPOS Dashboard

Start by logging into your OneHubPOS Dashboard with your credentials. From here, you have access to all core functionalities, including managing employee roles and permissions. 

Step 2: Access Roles & Permissions Settings

Once you’re in the dashboard, go to the "Employees" section on the left-hand menu. Click on it, and you’ll come across two subsections: “Users” and “User Roles.” Go to “User Roles” to control access for each employee.

Step 3: Define Employee Roles

In the “User Roles” subsection, define specific roles for your team members. Type in the employee’s name in the Create Role box and use the dropdown menu to assign them their designated role. Think about your team and categorize them into specific employee roles, such as:

• Front-of-house, like cashiers, hosts, or servers who interact with customers
• Back-of-house, like chefs, cooks, or kitchen staff who handle food preparation
• Management, like restaurant managers or shift supervisors who oversee operations and financials

Step 4: Set Permissions for Each Role

Once you assign that role, scroll down a bit to define what each employee can do within your restaurant POS system. Then, toggle on or off to assign permissions based on the responsibilities of each role. For example:

• Cashiers should have access to processing transactions (pay in and pay out) and managing orders (like transfer or reopen orders).
• Managers should have access to sales analytics reports, employee reports, and discount reports.

Step 5: Save and Review

After assigning roles and permissions, double-check that each employee has the correct access level for what they need to do their job. There should be no overlaps or missing permissions that could cause confusion. Once everything looks accurate and save your changes.

Step 6: Review and Edit Employee Permissions

OneHubPOS also allows you to track and manage what permissions have been given to each user. Go to the “Users” subsection and click on the “Users” tab. A detailed list of all your employees, including their roles and contact details, will appear. Under the “Action” column, click the Edit icon corresponding to the employee’s name to update a role or permission.

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This will show you a window where you can view and edit details of the employees. This includes the employee’s full name, username, passwords, hire date, birth date, assigned role, address, passwords, and more. 

You can also update their role directly from this screen, such as admin, cashier, and manager. After making the necessary changes, click Save to confirm the updates.

If an employee leaves or no longer needs access to the system, you can easily remove them by clicking the Bin icon corresponding to their name. This will permanently delete their user profile from the system, ensuring your QSR POS remains secure.

Control Employee Roles and Permissions With OneHubPOS

Managing employee roles and permissions maintains security, boosts efficiency, and simplifies day-to-day operations in your QSR. OneHubPOS makes this process easy with its intuitive interface, customizable roles, and secure, role-based access features.

With OneHubPOS, you can be confident that your team has the tools and access they need to succeed—without compromising security. Plus, with 24/7 support, we’re here to help you every step of the way. Get started with OneHubPOS today for just $1 and experience how simple it is to set up roles and permissions.