Access Controls

Overview

There are 2 levels of security when it comes to allowing access throughout the front end of the system. That is the till itself.

Overrides

Overrides can be set on various parts of the system. Restricting someone from opening a bank, open database settings, void an item etc.

Overrides can be set on various parts of the system. Allowing someone to close a bank, open database settings, void an item etc…

These are optional. If turned off then anyone can access that part of the system. If turned on then the employee will have to be given a permission through Employee Privileges in order to gain access.

Employee Privileges

Employee Privileges can be explicit for the employee or they can be linked to a job code.

For example. If I have managers, supervisors and servers in my business. Each job role probably has the same security requirements. What I can do is set up the permissions for each job and assign that job to an employee. That way, once they are clocked in, they will inherit the privileges of that job.

Say for instance I have lots of servers but I have one server that I want to be able to perform voids. I could create a new job role, add that permission, then assign that job role to the employee. But it is much easier just to change that one privilege for that one employee.

Let’s go through the process of turning on an override and giving someone permission to get past that Override

Go to Back Office > Settings > Overrides >

Change “No Sale” to “On”

You may need to restart the front end to have the new Override apply

Now when you try and perform a “No Sale” you will be asked to enter a passcode

Now we have to give the employee the privilege necessary to get past this override. It is worth noting that the employee could ask someone with the correct privilege, such as a supervisor, to enter their code at this point. Each time an override is performed it is logged so it is trackable

Go to the Back Office > Employees > Privileges > Employee Privileges > set “No Sale” to “Yes” > Save

Now, when you enter your passcode it will allow you to get past this screen.

If you enable lots of overrides you may find it inconvenient to enter the passcode so frequently. To overcome this there is a setting that when enabled will automatically enter your passcode each time an override is presented.

If you do not have the correct privileges then an override box will appear again to allow someone else to enter their passcode.

This setting can be found in Back Office > Settings > Overrides >

Generally, we will set the owner of a business to have “Yes” set on all of the Privileges. This is so that they do not have to be clocked in and assigned to a job before having all Privileges.

Logging In

There are several methods of logging into the system

Passcode

Swipe / card

Fingerprint

Passcode

This is the most common. A passcode is set from Back Office > Employee Manager > Passwords

Enter your Passcode in to the “Password / Card Number” box. Then enter a Name for the password (Optional) this would be something like “Front End” or “Card”

The password you enter here can be entered in or it can be the number that is programmed into a card.

Click on “Add Password / Card” and you are ready to log onto the system.

Advantages:

You do not have to buy any additional equipment
You do not have to remember to bring anything with you to work in order to log on

Disadvantages

You have to remember a passcode
Someone could see you enter your passcode and possibly use it themselves
Logon could be slower depending on how long it takes you to enter

Swipe / Card

You can add a card logon in two ways. The first is the same as the passcode. You can open notepad > swipe the card > copy the text now in notepad into the “Password / Card Number” box.

The second way is through the Front End > > > Select an employee > > > Then swipe the card

Advantages

Potentially quicker to sign in
Better security, no one will see your Passcode
No Passcode to remember

Disadvantages

You have to purchase a swipe card reader for each till
You have to purchase swipe cards for every employee
You have to remember to bring your card with you

Fingerprint

Adding a fingerprint is done from the Front End > > > Select an employee > > > scan your fingerprint 4 times

Advantages

Better security, No one can know your passcode or use your card
Potentially quicker to sign on

Disadvantages

You have to purchase fingerprint readers for each till
Fingerprint readers work better for some skin tones than others and will not work for a small percentage of people.
Does not work with wet hands

Quick Sign On

This is enabled from the Front End > > set to “On”

You will need to do this for each till you would like to enable this feature

Once enabled, you will be able to pick from a list of employees instead of entering your Passcode

Advantages

Quicker

Disadvantages

Much less secure

Overrides List

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

Auto Authorize will automatically enter your passcode to the override box if you have the appropriate privilege. This means you just see a flash on the screen and do not have to enter your passcode for an override you already have the privilege for.

Override	Where it Applies	Employee / Job Privilege
No Sale	Prevents you from pressing control panel > no sale button	No Sale - All Tills No Sale – Assigned Tills
Custom Option	Order Functions > Custom Modifier. Override will appear if the modifier has a price or not	Custom Option
Custom Option W/Price	Order Functions > Custom Modifier. Override will only appear if the 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 will only appear if the 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 by clicking on them	Edit Wait Times
Void Transactions	Control Panel > View Transactions > Highlight Transaction > View 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 a manager override can be required	Delivery Address
Cancel takeout	Pending Orders > Takeout > Select the order > Cancel	Cancel takeout
Cancel Delivery	Pending Orders > Delivery > Select the order > Cancel Order	Cancel Delivery
Cancel Drive Thru	Pending Orders > Drive Thru > Select the 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
Price Edit	Select item on > Edit Price	Edit Price
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 attempting to sell an item that has counter enabled and has reached zero	Add Depleted Items
Credit Reprint	Control Panel > View Transactions > Select credit payment > View Transaction > 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	Control Panel > Menu Management	Edit Menu
Comps	Select an item in the receipt box > Comp Item(s)	Comps
Exit	The x on the logon screen	Exit POS
Ignore Printer Error	Appears when attempting to ignore a printer error	Ignore Printer Error
Transfer tables	Manage Tickets > Trans	Transfer All Tables Transfer Own Tables
Non Default Job	If enabled this adds a message saying “This is not a default job code, please see a manager” when clocking in as a job code that is not set as your default	N/A
Drinks Per Guest	If settings > POS > Drinks per guest is enabled then this override will appear when the drinks are less than the number of guests	Drinks Per Guest
Tip Amount Override	Override to add a tip above a percentage of the total order. This percentage is set in the Tip Amount field	Tip Amount Override
Tip Amount	Is the percentage above the total order amount that an override will be required if Tip Amount Override is enabled	N/A
Check Payment	Used when you pay off a transaction using a check	Pay with Check
Scale Manual Entry	When scale is enabled, if a quantity is manually entered, it can be setup to require an override	Scale Override
Scale Item Removal		Scale Item Removal
Skip Credit Authorization	When bar tab authorization is on, if the authorization is declined and/or skipped, an override can be required.
Add to Account	Pay Screen > Add to Account	Accounts
Service Fees	Order Screen > Order Functions > Add Service Fees	Service Fees
Table Access	Appears when you try and 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
Bar Tab	Determines if the password of the person receiving the Bar Tab is required when transferring a Bar Tab	N/A
Skip Break	Allows an employee to skip a break when the employee break system is enabled	Skip Break
Continue Without Skipping Break	Determines if an override is required to continue without skipping a break with Break Monitoring	Continue Without Skipping Break
Custom Gift Card	Override will appear when selling a custom gift card from order functions	Custom Gift Cards
Activate Gift Card	Override will appear when pressing the “Activate Gift Card” button in order functions	Activate Gift Cards

Employee Privileges

Not all privileges have associated overrides. If this is the case then the override setting will be shown as N/A

Employee privilege Where it applies Override

Abandon Offline Credit Transactions	When offline transactions are attempted and unsuccessful (declined) they can be abandoned, but require an override.	N/A
Access All Tables	Appears when you try and access 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	Shows when attempting to sell an item that has counter enabled and has reached zero	Depleted item
Add Fingerprint	Control Panel > Add Fingerprint	Add Fingerprint
Add Tips	Does Not require Override. If disabled then there will be no transactions shown when adding tips	N/A
Add VIP Points	The override is always enabled. There is no override setting to disable it. Order Functions > VIP/Loyalty >Swipe card > Add Points	N/A
Assign Transaction	Assign Transaction – If this is turned on then when paying for a table that is not yours, you are asked if you want to have the funds assigned to you or to the person that is assigned to the table. No override	N/A
Backup System	Legacy and no longer used	N/A
Cancel Delivery	Pending Orders > Delivery > Select the order > Cancel Order	Cancel Delivery
Cancel Drive Thru	Pending Orders > Drive Thru > Select the order > Cancel	Cancel Drive Thru
Cancel Takeout	Pending Orders > Takeout > Select the order > Cancel	Cancel Takeout
Cash Draw	Determines if the cash draw will open for the employee. No override.	N/A
Clock Overrides	Front end > Time Clock > Mgr Override In / Mgr Override Out. There is no override setting for this	N/A
Clocked Out – General Access	Determins if you are allowed general access to the till without having to be clocked in	N/A
Clocked Out Overrides	Determines if you are allowed to perform overrides without being clocked in	N/A
Close Banks With Open Sales	Determines if you are allowed to close a Bank without first closing out all of the sales for the employee associated with that Bank	N/A
Combine Bar Tabs	Pending Orders > Bar Tabs screen > Combine	Combine Bar Tab
Complete Delivery	Pending Orders > Deliveries > Out Delivery orders > Complete Delivery	N/A
Comps	Select an item in the 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. Override will only appear if the Item has a price	Custom Item w/ Price
Custom Option	Order Functions > Custom Modifier. Override will appear if the modifier has a price or not	Custom Option
Custom Option W/Price	Order Functions > Custom Modifier. Override will only appear if the modifier has a price	Custom Option W/Price

Delivery Address	When delivery zones are setup, if an address is outside the zones a manager override can be required	Approve Delivery Address
Drinks Per Guest	If settings > POS > Drinks per guest is enabled then this override will appear when the drinks are less than the number of guests	Guest
	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	Allows you to edit the wait times for delivery and takeout that show on the logon screen. Early versions of the software don’t have an override	Change Times
Employee control Panel	Control Panel > Employee Control Panel. There is no Override setting	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 > Out Delivery Orders > Delivery Failed	Fail Delivery
Full menu Editing	If “No” then it limits “Edit Menu” to Setting item counters and availability for the employee	N/A
Gratuity	Manage Tickets Screen > GRAT	Add Gratuity
Ignore Printer Error	Appears when attempting to ignore 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 > Select bank > Close Bank	N/A
Ltd Bank Open	Determines if you are allowed to open a bank. This will happen when you try and pay for something without having a till open	N/A
Ltd Till /bank Info	Replaces the financial figures on the bank that shows under Control Panel > Till and Bank Manager with # as to obscure them form the employee	N/A
Mgr Till/Bank Info	Determines if you can see the info for tills and banks that are not your own. Also Allows you to print bank reports that are not your own	N/A
Mgr Till/Bank Open/Assign	Determines if you can open a bank for someone else. Bank opens when you are not assigned to a till or there is not a till open.	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 any till you are assigned to	No Sale
Offline Credit Transactions	Control Panel > Offline Credit Transactions	N/A
Other Payment Override	Whilst paying with an Payment Method that has been added manually.	Back Office > Settings > Payment Methods > Manager Override is a setting when you create a Payment Method
Override Credit Auth	Override Credit Auth
Override Promotion	When applying a promotion	When setting up the promotion there is a tickbox for “Requires Manager Override”
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 Item	Remove items
Reprint Credit	Control Panel > View Transactions > Select credit payment > View Transaction > Reprint Credit Receipts	Credit Reprint
Sales Reports	Control Panel > Reports > Click on any report under “Sales Reports”	N/A
Scale Override	When scale is enabled, if a quantity is manually entered, it can be setup to require an override	Scale Manual Entry
Scheduling	Scheduling	?
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 > Delivery > Out For Delivery	N/A
Skip Break	Allows an employee to skip a break when the employee break system is enabled	Skip Break
Stay Signed In after Order/Send	Determines if an employee will be 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 Manage Tickets > Trans	Transfer Tables
Transfer Inventory	Legacy	N/A
Transfer Own Tables	Control Panel > Transfer Tables Manage Tickets > Trans	Transfer Tables
Unapplied Credit	Unapplied credit	Determines if the employee can enter an override when Viewing unapplied credit transactions
VIP Percentage	When clicking on Edit 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	Determines if the employee can see notifications for printers not printing and clear them	N/A
View Table Info	If enabled the Employee will be able to see the server name and the time the table was opened on the table screen	N/A
View Transactions	Control Panel > View Transactions	View Transactions
Void Credit Transactions	Control Panel > View Transactions > Select Credit transaction > View Transaction > Void Transaction	Credit Void
Voids	Control Panel > View Transactions > Select transaction > View Transaction > Void Transaction	Void Transactions
Waste Items	Order Screen > Order Functions > Waste Items > Choose Reason > Submit Waste	N/A

Back Office Privileges

All Privileges – Sets all Back Office privileges to Yes

Sales Chart – Legacy

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

Active Tills – Legacy

Active banks – Legacy

Closed Tills – Legacy

Closed Banks – Legacy

Deposits – Legacy

Fee Groups – Legacy

Adjust Closed Tills – Legacy

Adjust Closed Banks – Legacy

Adjust Deposit – Legacy

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

If any one of the employee privileges are enabled it also allows you to see the employee Manager screen which shows you employee stats

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. If all menu privileges are set to “No” then you then the “Menu” Link will not return any results. If one of the privileges is set to “Yes” then the links for all the Menu areas will be visible but the ones are not permitted to access will not work and will instead report the attempted access.

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 buttons are available to see but if you click on one you are not allowed to access then the activity will be reported

Inventory Setup - If set to “Yes” then it sets all privileges needed to set up inventory to “Yes”. It does not include any ordering receiving or processing privileges. 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 >

Recipes with Detailed Products -

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

Sales Reports

Daily Transaction Report

Hourly Sales Comparison Report (by time entered)

Hourly Sales Comparison Report (by time transaction completed)

Hourly Transaction Report

Transaction Report

Terminal Performance Report

Menu Item Performance

Menu Category Sales

Estimated Deposit Report

Credit Card Detail Report

Gift card 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

Fee Group Report (Lunch)

Fee Group Report (Dinner)

Scheduled Arrival Report

Scheduled Arrival Report (By Job Code)

Add/Edit Punch

Edit Tips

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

Coupon Usage 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

Changes or suggestions can be made here: https://tinyurl.com/jywzvd7v

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Access Controls

Access Controls

Overview

Logging In

Overrides List

Back Office Privileges

Related Articles

Creating A Back Office Login

Break Monitoring

Back Up Prompt Days

Tills

Employee Privileges