Comprehensive Guide to Access Controls on OrderCounter - Secure Your POS System

Access Controls

Access controls are settings that allow or restrict access to various parts of the OrderCounter system. These controls ensure only authorized employees can perform certain actions.

Logging In  

You can log into the system using a passcode, a swipe card, or a fingerprint.

Passcode

  • Setup: Set from Back Office > Employee Manager > Passwords.

  • Pros: No extra equipment needed, easy setup.

  • Cons: Must remember passcode, potential for someone to see and misuse it.

Swipe Card

  • Setup: Swipe card and copy the code to the Password/Card Number box in Employee Manager.

  • Pros: Quick and secure, no passcode needed.

  • Cons: Requires purchase of swipe card reader and cards.

Fingerprint

  • Setup: Scan fingerprint in the Front End.

  • Pros: Highly secure, no passcode or card needed.

  • Cons: Requires purchase of fingerprint readers, may not work for all users.

Quick Sign On

  • Setup: Enable from the Front End settings.

  • Pros: Fast login without passcode.

  • Cons: Less secure, as anyone can log in without entering a code.

Overrides  

Overrides are security settings that control access to specific actions in the system, such as opening a till or voiding an item. Overrides can be set to require permission from certain employees.

  • Setup:

    1. Go to Back Office > Settings > Overrides.

    2. Turn on the desired override, e.g., change "No Sale" to "On."

    3. Assign permissions to employees via Back Office > Employees > Privileges.

  • Example: To allow an employee to perform a "No Sale":

    1. Turn on the "No Sale" override.

    2. Give the employee the "No Sale" privilege.

Overrides List  

Here is a list of all overrides and their corresponding Employee/Job privileges:

Override

Where it Applies

Employee/Job Privilege

No Sale

Prevents pressing control panel > no sale button

No Sale - All Tills, No Sale – Assigned Tills

Custom Option

Order Functions > Custom Modifier. Override if modifier has a price or not

Custom Option

Custom Option W/Price

Order Functions > Custom Modifier. Override if modifier has a price

Custom Option with price

Custom Item

Order Functions > Custom Item

Custom Item

Custom Item w/price

Order Functions > Custom Item. Override if Item has a price

Custom Item w/price

Remove Items

When removing an item from the receipt box

Remove Item

Change Times

Changing Delivery/Takeout prep times

Edit Wait Times

Void Transactions

Control Panel > View Transactions > Highlight Transaction > Void Transaction

Voids

Refund

Control Panel > Issue Refund

Refunds

Approve delivery Address

When delivery zones are setup, if an address is outside the zones

Delivery Address

Cancel takeout

Pending Orders > Takeout > Select order > Cancel

Cancel Takeout

Cancel Delivery

Pending Orders > Delivery > Select order > Cancel Order

Cancel Delivery

Cancel Drive Thru

Pending Orders > Drive Thru > Select order > Cancel

Cancel Drive Thru

Fail Delivery

Pending Orders > Deliveries > Out Delivery Orders > Delivery Failed

Fail Delivery

View Transactions

Control Panel > View Transactions

View Transactions

Add Gratuity

Tickets Screen > GRAT

Gratuity

Edit Price

Select item on > Edit Price

Price Edit

Edit Customer Database

Control Panel > Customer Database

Edit Customer Database

Pay In/Pay Out

Control Panel > Pay In & Pay Out

Pay In/Pay Out

Depleted Items

Shows when selling an item that has counter enabled and has reached zero

Add Depleted Items

Credit Reprint

Control Panel > View Transactions > Select credit payment > Reprint Credit Receipts

Reprint Credit

End of Day

Control Panel > End of Day

End of Day

Batch

Control Panel > Batch/Settle

Credit Batch

Add Fingerprint

Control Panel > Add Fingerprint

Add Fingerprint

Menu Management

Control Panel > Menu Management

Edit Menu

Comps

Select item in receipt box > Comp Item(s)

Comps

Exit

The x on the logon screen

Exit POS

Ignore Printer Error

Appears when ignoring a printer error

Ignore Printer Error

Transfer tables

Manage Tickets > Trans

Transfer All Tables, Transfer Own Tables

Non Default Job

When clocking in as a non-default job code

N/A

Drinks Per Guest

When drinks are less than number of guests

Drinks Per Guest

Tip Amount Override

To add a tip above a percentage of the total order

Tip Amount Override

Check Payment

When paying off a transaction using a check

Pay with Check

Scale Manual Entry

When scale is enabled and quantity is manually entered

Scale Override

Scale Item Removal

Scale Item Removal

N/A

Skip Credit Authorization

When bar tab authorization is declined/skipped

Skip Credit Authorization

Add to Account

Pay Screen > Add to Account

Accounts

Service Fees

Order Screen > Order Functions > Add Service Fees

Service Fees

Table Access

When trying to access a table you are not assigned to

Access All Tables

Consolidate Items

Order Screen > Consolidate Items

Consolidate Items

Open Till

Control Panel > Open Till

Ltd Till Open

Combine Bar Tab

Pending Orders > Bar Tabs screen > Combine

Combine Bar Tabs

Skip Break

Allows employee to skip a break

Skip Break

Continue Without Skipping Break

Override to continue without skipping a break

Continue Without Skipping Break

Custom Gift Card

Selling a custom gift card from order functions

Custom Gift Cards

Activate Gift Card

Pressing "Activate Gift Card" button in order functions

Activate Gift Cards

Employee Privileges  

Employee privileges can be assigned to individuals or job roles, determining what actions they can perform.

  • Example: If managers and supervisors need similar access:

    1. Create job roles for managers and supervisors.

    2. Assign the necessary privileges to each role.

    3. Assign the roles to the employees.

Employee Privilege

Where it Applies

Override

Abandon Offline Credit Transactions

When offline transactions are unsuccessful

N/A

Access All Tables

When accessing a table you are not assigned to

Table Access

Accounts

Pay Screen > Add to Account

Add To Account

Activate Gift Cards

Legacy and no longer used

N/A

Add Depleted items

When selling an item with counter enabled and has reached zero

Depleted item

Add Fingerprint

Control Panel > Add Fingerprint

Add Fingerprint

Add Tips

Adding tips

N/A

Add VIP Points

Always enabled

N/A

Assign Transaction

Assigning transaction when paying for a table not yours

N/A

Backup System

Legacy and no longer used

N/A

Cancel Delivery

Pending Orders > Delivery > Cancel Order

Cancel Delivery

Cancel Drive Thru

Pending Orders > Drive Thru > Cancel

Cancel Drive Thru

Cancel Takeout

Pending Orders > Takeout > Cancel

Cancel Takeout

Cash Draw

Determines if cash draw will open

N/A

Clock Overrides

Time Clock > Mgr Override In/Out

N/A

Clocked Out – General Access

General access without being clocked in

N/A

Clocked Out Overrides

Perform overrides without being clocked in

N/A

Close Banks With Open Sales

Close a Bank without closing all sales

N/A

Combine Bar Tabs

Pending Orders > Bar Tabs screen > Combine

Combine Bar Tab

Complete Delivery

Pending Orders > Deliveries > Complete Delivery

N/A

Comps

Select item in receipt box > Comp Item(s)

Comps

Consolidate Items

Order Screen > Consolidate Items

Consolidate Items

Credit Batch

Control Panel > Batch/Settle

Batch

Custom Item

Order Functions > Custom Item

Custom Item

Custom Item w/ Price

Order Functions > Custom Item

Custom Item w/ Price

Custom Option

Order Functions > Custom Modifier

Custom Option

Custom Option W/Price

Order Functions > Custom Modifier

Custom Option W/Price

Delivery Address

When delivery zones are setup

Approve Delivery Address

Drinks Per Guest

When drinks are less than guests

Drinks Per Guest

Edit Customer Database

Control Panel > Customer Database

Edit Customer Database

Edit Employees

Legacy, replaced by back office Privileges

N/A

Edit Employee Privileges

Legacy, replaced by back office Privileges

N/A

Edit Menu

Control Panel > Menu Management

Menu

Edit Price

Select item on > Edit Price

Price Edit

Edit Times

Legacy and no longer used

N/A

Edit Wait Times

Edit wait times for delivery/takeout

Change Times

Employee control Panel

Control Panel > Employee Control Panel

N/A

End of Day

Control Panel > End of Day

End of Day

Exit POS

The x on the logon screen

Exit

Fail Delivery

Pending Orders > Deliveries > Delivery Failed

Fail Delivery

Full menu Editing

Limits "Edit Menu" to setting item counters and availability

N/A

Gratuity

Manage Tickets Screen > GRAT

Add Gratuity

Ignore Printer Error

Ignoring a printer error

Ignore Printer Error

Kitchen Tickets

Control Panel > Kitchen Tickets

N/A

Labor Reports

Control Panel > Reports > Employee Reports

N/A

Ltd Bank Close

Control Panel > Till and Bank Manager > Close Bank

N/A

Ltd Bank Open

Determines if you can open a bank

N/A

Ltd Till/bank Info

Replaces financial figures with # to obscure them

N/A

Mgr Till/Bank Info

View and print bank reports not your own

N/A

Mgr Till/Bank Open/Assign

Open a bank for someone else

N/A

Modify Item on App

Permission for a custom app

N/A

No Sale – All Tills

Control Panel > No Sale on any till

No Sale

No Sales – Assigned Tills

Control Panel > No Sale on assigned till

No Sale

Offline Credit Transactions

Control Panel > Offline Credit Transactions

N/A

Other Payment Override

Whilst paying with a manually added payment method

N/A

Override Credit Auth

Override Credit Auth

N/A

Override Promotion

Applying a promotion with "Requires Manager Override"

N/A

Pay In/Pay Out

Control Panel > Pay In/Pay Out

Pay In & Pay Out

Pay with Check

Payment screen > Pay with check

Check Payment

Refunds

Control Panel > Issue Refund

Refund

Remove Item

Order Screen > Select item from receipt box

Remove items

Reprint Credit

Control Panel > View Transactions > Reprint Credit Receipts

Credit Reprint

Sales Reports

Control Panel > Reports > Sales Reports

N/A

Scale Override

When scale is enabled and quantity is manually entered

Scale Manual Entry

Scheduling

Scheduling

N/A

Service Fees

Order Screen > Order Functions > Add Service Fees

Service Fees

Settings

Log on screen > Database Settings, Printer Settings or Till Settings

N/A

Show All Items

Order Screen > Order Functions > Show All Menu items

N/A

Sign Out Delivery Orders

Order Screen > Pending Orders > Out For Delivery

N/A

Skip Break

Allows employee to skip a break

Skip Break

Stay Signed In after Order/Send

Stay signed in after paying for a transaction or sending an order

N/A

Tax Exempt Orders

Manage Tickets Screen > “NoTax” Button

N/A

Time Clock Management

Logon Screen > Time Clock > MGR Override In or out

N/A

Transfer All Tables

Control Panel > Transfer Tables

Transfer Tables

Transfer Inventory

Legacy

N/A

Transfer Own Tables

Control Panel > Transfer Tables

Transfer Tables

Unapplied Credit

Override when viewing unapplied credit transactions

N/A

VIP Percentage

Editing percentage off on the VIP screen

N/A

View All Tabs

Pending Orders > Bar Tabs > Show All

N/A

View Closed Tills/Banks

Control Panel > Till and Bank Manager > View Closed

N/A

View Notifications

View notifications for printers not printing and clear them

N/A

View Table Info

View server name and table open time on table screen

N/A

View Transactions

Control Panel > View Transactions

View Transactions

Void Credit Transactions

Control Panel > View Transactions > Void Credit Transaction

Credit Void

Voids

Control Panel > View Transactions > Void Transaction

Void Transactions

Waste Items

Order Screen > Order Functions > Waste Items

N/A

Back Office Privileges  

These are advanced settings allowing employees to access and manage backend functionalities, like adding new employees, managing menus, or handling inventory.

  • Setup:

    1. Go to Back Office > Employees > Privileges.

    2. Assign the necessary privileges, like "Add New Employee" or "Edit Menu."

Privilege

Description

All Privileges

Sets all Back Office privileges to Yes

Sales Chart

Legacy

Tills/Banks/Deposits

Sets all Tills/Banks/Deposits privileges to “Yes”

Employees

If set to “Yes” then it will set all of the employee related privileges to “Yes” including Job Manager and Schedule Manager

Employees Manager

If set to “Yes” then it will set all of the employee related privileges to “Yes” excluding Job Manager and Schedule Manager

Add New Employee

Allows access to the button on the Employee Manager screen

Activate/Deactivate Employee

Allows access to the button on the Employee Manager Screen

Employee Jobs

Allows access to the button on the Employee Manager Screen

Passwords

Allows access to the button on the Employee Manager Screen

Edit Employee Info

Allows access to the button on the Employee Manager Screen

Edit Employee Privileges

Allows access to the button on the Employee Manager Screen

Set Employee Notifications

Allows Access to the button on the Employee Manager Screen

Employee Availability

Allows Access to the button on the Employee Manager Screen

Set Reminder

Allows Access to the button on the Employee Manager Screen

Job Manager

Allows you to see the Job Manager link under Employees

Schedule Manager

Allows you to see Schedule Manager under Employees

Menu

If set to “Yes” then all Menu related privileges will also be set to “Yes” If set to “No” then you will be able to pick and choose which Menu related privileges you would like to apply

Menu Categories

Allows access to Menu > Menu Categories

Menu Items

Allows access to Menu

Menu Sets

Allows access to Menu

Add Sets to Items

Allows access to Menu

Modifier Text

Allows access to Menu

Taxcodes

Allows access to Menu > Taxcodes

Report Categories

Allows access to Menu > Report Categories

Menu Timesets

Allows access to Menu > Timesets

Coupons

Allows access to Menu > Promotions

Multi Item Edit

Allows access to Menu > Multi Item Edit

Report Groups

Allows access to Menu > Report Groups

Recommended Item Sets

Allows access to Menu > Recommended Item Sets

Price Levels

Allows access to Menu > Price Levels

Add modifier Sets to Modifiers

Allows access to Menu > Add Modifier Set to Modifier

Menu Counter Sets

Allows access to Menu > Menu Counter Sets

Auto Add Modifiers to Items

Allows access to Menu > Add Auto Modifiers to Items

Export Menu

Allows access to Menu > Export Menu

Import Menu

Allows access to Menu > Import Menu

Menu Update

Allows access to Database > Menu Update

Delete Modifier Options Template

?

Inventory

If set to “Yes” then it sets all Inventory privileges to “Yes”. If set to “No” then you are able to set them individually

Inventory Setup

If set to “Yes” then it sets all privileges needed to set up inventory to “Yes”. If set to “No” then you are able to set them individually

Setup Units

Allows access to Inventory

Add/Edit Products

Allows access to Inventory

Setup Suppliers

Allows access to Inventory

Inventory Dept/Type

Allows access to Inventory

Item Recipes

Allows access to Inventory

Option Recipes

Allows access to Inventory

Inventory Ordering

Allows access to Inventory > Ordering

Inventory Receiving/Removing

Will set the 2 below to “Yes”

Receive from Purchase Order

Allows you to click on “Receive” after creating an order

Receive without Purchase Order

Allows you to click on Inventory > Receiving

Inventory Processing

Will set the 3 below to Yes

Actual Inventory

Allows you to click on Inventory > Processing

Finalize Inventory

Allows you to click “Finalize Inventory” after starting processing

Data mining

Data mining

Sales Reports

Daily Transaction Report, Hourly Sales Comparison Report, Hourly Transaction Report, Terminal Performance Report, Menu Item Performance, Menu Category Sales, Estimated Deposit Report, Credit Card Detail Report

Gift card Report

Gift card Report

Operations Report

Operations Report

Employee Reports

Employee Hours, Payroll Report, Payroll Income, Claimed Tips Report, Credit Tips Report, Post Send Detail Report, Pre Send Detail Report, Employee Performance Report, Manager Performance Report, Fee Group Report

Inventory Reports

Inventory Current Market Value Report, Estimated Inventory Current Market Value Report, Inventory Gain/Loss Report, Inventory Markup Report, Inventory Theoretical/Actual Detail Report, Inventory Cost Report, Manual Invoices

Customer Reports

Customer Loyalty Report, Customer Performance Report, Customer Registration Report, Promotional Report

Menu Reports

Recipe Report, Menu Item Prices, Menu Item Performance, Menu Option Performance, Menu Option Performance by Item, Menu Category Sales, Custom Item Report, Custom Option Report

Database

If set to “yes” will set Database related privileges to “Yes” if set to “No” then you can set them individually

Create Database Backup

Allows access to Database > Create Backup

Sync with Website

Allows access to Database > Sync With Website

Export CSV

Allows access to Database > Export CSV

Export IIF

Allows access to Database > Export IIF

Insert Giftcard

Allows access to Database > Insert Gift Card

Insert VIP Giftcard

Allows access to Database > Insert VIP Card

Settings

If set to “yes” will set any settings related privileges to “Yes” if set to “No” then you can set them individually

Restaurant Info Settings

Allows access to Settings > Restaurant Info

POS Settings

Allows access to Settings > POS

Printer Settings

Allows access to Settings > Printers

Override Settings

Allows access to Settings > Overrides

Till Settings

Allows access to Settings > Tills

Schedule Settings

Allows access to Settings > Schedule

Website Settings

Legacy, no longer used

Pictures Settings

Legacy, no longer used

Default Customers Settings

Allows access to Settings > Customers and Addresses

Menu Transfer Settings

Allows access to Settings > Menu Transfer

Receipt Settings

Legacy


Scenarios for Reference  

  1. New Employee Setup:

    • Scenario: Setting up a new cashier who needs access to perform sales but not to void transactions.

    • Action: Assign the cashier role with the necessary sales privileges but without the void privilege.

  1. Enabling Overrides for Managers:

    • Scenario: Allowing managers to approve void transactions.

    • Action: Turn on the "Void Transactions" override and give managers the corresponding privilege.

  1. Switching to Fingerprint Logins:

    • Scenario: Enhancing security by switching from passcode logins to fingerprint logins.

    • Action: Set up fingerprint scanners at each till and enroll employees' fingerprints in the system.

This simplified guide aims to make access controls in OrderCounter clear and straightforward, ensuring even non-technical users can effectively manage and utilize these features.

 

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