Staff and User Management in Back Office v2

This guide covers adding staff, setting up roles and permissions, managing PINs and passwords, and tracking shifts in the MyFoodFast Back Office.

Overview

Back Office v2 provides flexible staff management:

• Add/remove staff members to your account
• Assign roles with specific permissions
• Generate PINs for quick login on shared devices
• Reset passwords for staff members
• Track shifts and staff activities
• Manage permissions by role

Adding a New Staff Member

Step 1: Navigate to Staff Management

1. Go to Back Office > Settings > Staff Management
2. Click "Add Staff Member" (usually a green button at top)
3. You'll see a form to enter staff details

Step 2: Enter Staff Information

Fill in the following fields:

Basic Information:

• Full Name: Staff member's legal name
• Email Address: Active email (used for password resets)
• Phone Number: Optional, useful for shift coordination
• Restaurant Role: e.g., "Manager," "Kitchen Lead," "Cashier"

Login Details:

• Username: Create a unique username (lowercase, no spaces recommended)
• Temporary Password: Generate a temporary password (staff can change on first login)

Step 3: Assign a Role

Select the staff member's role from the dropdown:

Available Roles:

• Admin — Full access to all Back Office features and settings
• Manager — Can manage orders, staff, menu, and basic settings (but not billing)
• Order Processor — Can only view and process orders (KDS, delivery, refunds)
• Menu Manager — Can only edit menu items, categories, and deals
• Staff — Limited access, can view orders and basic information only

Choose the role that matches their responsibilities. See Role Permissions section below.

Step 4: Set Up Login Method

Choose how the staff member will log in:

Option 1: Email and Password (Most Secure)

• Staff member uses their email and password to log in
• Password can be reset if forgotten
• Recommended for desktop/office computers

Option 2: PIN (Quick Login on Shared Devices)

• Generate a 4-6 digit PIN
• Staff member enters PIN for quick login
• Useful for shared POS terminals or kiosks
• See PIN Setup section below

Step 5: Review and Save

1. Review all information for accuracy
2. Click "Save Staff Member"
3. An email is sent to the staff member with their login credentials
4. Staff member should change their temporary password on first login

PIN Setup for Quick Login

Generating a PIN

For staff members who need quick login (e.g., on POS terminals or kitchen displays):

1. Go to Settings > Staff Management
2. Find the staff member's name
3. Click "Generate PIN"
4. A 4-6 digit PIN is created (shown on screen)
5. Staff member can log in with: PIN + temporary password, or just PIN (depending on device config)

PIN Best Practices

• Keep PINs private: Staff members shouldn't share their PIN with others
• Change regularly: Regenerate PINs every 3-6 months
• Unique PINs: Each staff member should have their own PIN (don't share)
• Lock if forgotten: If a PIN is compromised, regenerate it immediately

PIN-Only Login

For shared devices like POS terminals, you can configure the device to accept PIN-only login:

1. This requires configuration on the device itself (contact support if needed)
2. Staff member enters PIN without a password
3. Useful for quick login on shared cash registers

Role Permissions

Admin Role

Can do:

• Access all Back Office features
• Add, edit, and remove staff
• Change staff roles and permissions
• View and manage all settings
• Access billing and subscription information
• Configure integrations

Typical use: Owner, head manager, or trusted administrator

Manager Role

Can do:

• View and process all orders
• View delivery and driver information
• Manage menu items, categories, and deals
• View staff information
• Manage shift schedules
• Generate reports

Cannot do:

• Add or remove other staff (only Admin can)
• Access billing or subscription settings
• Change system-wide configurations
• Manage integrations

Typical use: Restaurant manager, shift supervisor

Order Processor Role

Can do:

• View all incoming orders
• Mark orders complete or as problems
• View delivery details
• Assign deliveries to drivers
• Process refunds (if applicable)
• See basic reports

Cannot do:

• Edit menu or settings
• Add/remove staff
• Access billing
• View financial reports

Typical use: Kitchen staff, order taker, delivery coordinator

Menu Manager Role

Can do:

• Add, edit, and delete menu items
• Manage categories and deals
• Set pricing
• Mark items as out of stock
• Manage product options and modifiers

Cannot do:

• View orders or customer information
• Access staff management
• Change settings or integrations
• View billing or analytics

Typical use: Menu update responsibility, seasonal changes

Staff Role

Can do:

• View their own shift schedule
• See basic order information (read-only)
• Access minimal Back Office features

Cannot do:

• Edit anything
• Add or remove staff
• Access reports or analytics
• Change any settings

Typical use: New staff, limited Back Office access

Resetting Staff Passwords

If Staff Member Forgets Password

1. Go to Settings > Staff Management
2. Find the staff member's name
3. Click "Reset Password"
4. You can either:
   • Generate a temporary password: Email is sent to them automatically
   • Send password reset link: They click the link and create a new password themselves

If Staff Member's Account is Locked

If a staff member enters the wrong password too many times:

1. Their account is temporarily locked (5-15 minutes)
2. They can't log in during the lock period
3. After the lock period expires, they can try again
4. If this happens frequently, manually reset their password

Security Note

• Never share passwords via text or unencrypted channels
• Always send password reset links or temporary passwords via email
• Ask staff members to change temporary passwords on first login

Disabling or Removing Staff

Deactivating a Staff Member (Temporary)

If a staff member takes leave or is temporarily not working:

1. Go to Settings > Staff Management
2. Find their name and click "Edit"
3. Toggle "Active" to Off
4. Click "Save"

The staff member:

• Cannot log in to Back Office
• Won't appear in active staff lists
• Can be reactivated later by toggling Active back On

Removing a Staff Member (Permanent)

To permanently remove a staff member:

1. Go to Settings > Staff Management
2. Click the staff member's name
3. Click "Delete Staff Member" or "Remove"
4. Confirm the deletion

Important: This action:

• Deletes their login credentials
• Removes them from all reports
• Cannot be undone (they're fully deleted)

Consider deactivating instead if you might need to reactivate them later.

Shift Management

Recording Shift Times

You can track when staff members work:

1. Go to Reports > Staff Shifts (or Staff > Shift Management)
2. Shifts are recorded based on:
   • When staff log in to Back Office
   • When they log out or their session ends
   • Manual shift entries (if configured)

Viewing Shift History

To see staff shift times:

1. Go to Reports > Staff Shifts
2. Filter by date range or staff member
3. View shows:
   • Staff member name
   • Shift start time
   • Shift end time
   • Total hours worked
   • Orders processed during shift (if tracked)

Setting Up Shift Schedules

Some restaurants track planned shifts:

1. Go to Staff > Shift Schedule
2. Click "New Shift" for each staff member
3. Enter:
   • Staff member name
   • Date
   • Shift start time
   • Shift end time
4. Save

This creates a planned schedule that can be compared to actual hours worked.

Editing Staff Information

To modify a staff member's details:

1. Go to Settings > Staff Management
2. Click the staff member's name
3. Click "Edit"
4. Modify any fields:
   • Name
   • Email
   • Phone
   • Role
   • Status (active/inactive)
5. Click "Save Changes"

Changes take effect immediately.

Bulk Staff Management

Export Staff List

To download a list of all staff:

1. Go to Settings > Staff Management
2. Click "Export" or "Download CSV"
3. File includes: names, emails, roles, active status

Useful for:

• Backup records
• Sharing with payroll
• Auditing access

Bulk Role Changes

To change the role for multiple staff members at once:

1. Go to Settings > Staff Management
2. Select staff members (checkbox next to each name)
3. Click "Bulk Actions" > "Change Role"
4. Select the new role
5. Confirm

All selected staff members are updated to the new role.

Best Practices

• Assign least privilege: Give staff the minimum role they need to do their job
• Use PINs on shared devices: Don't leave passwords written on sticky notes
• Change PINs regularly: Regenerate PINs every 3-6 months
• Deactivate before removing: Consider deactivating temporarily rather than permanently removing
• Review permissions quarterly: Ensure staff roles still match their responsibilities
• Monitor logins: Check shift logs for unusual login times or patterns
• Separate duties: Don't give one person both order processing and menu editing (if possible)

Troubleshooting

Staff Member Can't Log In

1. Verify their account is Active (not deactivated)
2. Check they're using the correct username (not email, unless that's the login method)
3. Ensure there are no spaces or typos in the username
4. Try Reset Password to generate a new temporary password
5. Check if their account is temporarily locked (too many wrong passwords)

PIN Not Working

1. Verify the PIN is correct (regenerate if unsure)
2. Check the staff member is using it on a device configured for PIN login
3. Try clearing browser cache if logging in via web
4. Regenerate the PIN and have them try again

Missing Staff Member from Lists

1. Check if their account is Deactivated
2. Verify they weren't accidentally Deleted
3. Check if they're assigned to a different restaurant (if you have multiple locations)

Support

Contact MyFoodFast support if:

• You can't add new staff members
• Roles and permissions aren't working correctly
• A staff member is locked out of their account
• You need help with bulk staff management
• PIN generation or password reset isn't working