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:
Go to Back Office > Settings > Overrides.
Turn on the desired override, e.g., change "No Sale" to "On."
Assign permissions to employees via Back Office > Employees > Privileges.
Example: To allow an employee to perform a "No Sale":
Turn on the "No Sale" override.
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:
Create job roles for managers and supervisors.
Assign the necessary privileges to each role.
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:
Go to Back Office > Employees > Privileges.
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
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.
Enabling Overrides for Managers:
Scenario: Allowing managers to approve void transactions.
Action: Turn on the "Void Transactions" override and give managers the corresponding privilege.
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.