How to manage staff in POS Module

Setting up staff within your restaurant's point of sale system is an essential step for efficient and organized operation. Staff configuration in the POS module in the Menivo platform allows you to define clear roles, control each employee's access, and improve daily workflow, from taking orders to processing payments. In this detailed guide, you will learn exactly how to go through each step, step by step, so that your team is ready to use the POS system to its full capacity.

Why staff management matters in the POS Module

A POS system works efficiently only when each team member knows what they need to do and has access to the right tools. Without a clear staff structure, there are multiple risks: wrong orders, unauthorized access to sensitive data, or increased waiting times for customers. Through staff configuration in the POS Module, you can assign specific roles to each employee — waiter, bartender, manager, or cook — and control what actions each can perform within the system.

If you're just starting out with digital solutions for your restaurant, we recommend first reading our guide on how to activate the POS Module step by step for beginners, so that you have a solid foundation before moving on to staff management.

What you need

• An active account on the Menivo platform (registered at menivo.io)
• A restaurant created and configured on the platform
• The POS Module activated for your restaurant
• Administrator or manager access to the account
• Contact details of the employees who will be added as staff (name, role, possibly email address)
• A subscription compatible with POS functionalities

Step 1: Access the staff management section in the POS Module

After you have logged into your Menivo account, navigate to your restaurant's administration panel. From the main menu, select the section dedicated to the POS Module. Here you will find a subsection called Staff or Personnel, depending on the platform version.

1. Log in to your account at menivo.io
2. Select the restaurant you want to configure
3. From the side navigation bar, click on POS
4. Look for and access the Staff Management / Personnel option

Once you reach this section, you will see the list of all employees added so far (or an empty list if you're starting from scratch).

Step 2: Add a new staff member

The first thing you need to do is add each employee who will interact with the POS system. Press the Add Staff or + New Employee button and fill in the required fields.

1. Enter the employee's full name
2. Select the role from the available list (e.g., waiter, bartender, manager, cook)
3. If applicable, add an email address for notifications or authentication
4. Set a PIN or access password that the employee will use to log into the POS
5. Check the role-specific permissions (e.g., access to reports, ability to grant discounts, managing returns)
6. Save the profile by pressing Save or Confirm

It is recommended to check with the employee that the PIN or password works correctly before proceeding to configure another profile.

Step 3: Staff configuration in the POS module — assigning roles and permissions

One of the most important aspects of staff configuration in the POS Module is correctly defining roles and permissions. Each role comes with a predefined set of access rights, which you can customize according to your restaurant's specific needs.

• Waiter: Can take orders, modify order items, generate the bill
• Bartender: Limited access to the bar section, viewing department-specific orders
• Manager: Extended access — can view reports, grant discounts, cancel orders
• Cook / KDS: Viewing and updating order status in the kitchen (if you have activated the KDS system)

For each employee, you can individually enable or disable certain permissions, even if their base role doesn't include them by default. This gives you maximum flexibility in managing your team.

Step 4: Editing and updating existing profiles

Over the course of activity, it is normal for staff data to change — an employee may receive a promotion, another may leave the team. The Menivo platform allows you to edit existing profiles from the staff section at any time.

1. Access the staff list in the POS Module
2. Click on the edit icon (pencil) next to the employee's profile
3. Modify the necessary fields: role, permissions, PIN
4. Save the changes

If an employee leaves the team, it is recommended to deactivate or delete their profile immediately to protect the security of the system and your restaurant's data.

Step 5: Managing sessions and work shifts

A well-configured POS system also allows tracking of staff work sessions. Each employee logs in at the beginning of the shift with their own PIN or password, and the system automatically records the activity from that session.

1. The employee selects their profile from the POS start screen
2. Enters the PIN or access password
3. The system authenticates them and displays only the options corresponding to their role
4. At the end of the shift, the employee logs out of the active session

This functionality is essential for maintaining a clear record of each employee's activity and for later analyzing the team's performance. You can learn more about payment processing and bill management in the guide about payment methods in POS.

Step 6: Checking the configuration and testing access

Before putting the system into operation in your restaurant, it is important to test that everything works correctly. Go through the following verification steps:

1. Log into the POS with each newly created employee's account
2. Check that the displayed role is correct and that the permissions match those set
3. Test a simple order to confirm that the workflow is functional
4. Make sure employees with a manager role have access to reports and advanced features
5. Confirm that employees with basic roles cannot access restricted sections

Useful tips

• Regularly update employee profiles, especially after role changes or promotions
• Do not share PINs between employees — each must have unique access for correct traceability
• Train the team before the first day of using the POS — even a short training session can prevent many errors
• Use granular roles to limit access to sensitive functionalities, such as order cancellations or financial reports
• Review the staff list monthly to make sure there are no inactive or unused accounts
• Also check the detailed guide how to create and manage staff in the POS system for additional information
• If you need advanced settings, check the advanced POS Module configuration guide

Integrating POS staff with the Menivo digital menu

One of the major advantages of the Menivo platform is that the POS system works in close connection with your restaurant's digital QR menu. Orders placed by customers by scanning the QR code can be viewed and processed directly by staff through the POS, thus eliminating communication errors and reducing service time.

If you haven't yet configured your restaurant's digital menu, we recommend going through the complete guide to creating a restaurant menu in Menivo before finalizing the staff configuration in POS. A complete integration between the menu and the POS ensures a smooth experience for both customers and your team.

Also, don't forget that the Menivo digital menu supports displaying food allergens and nutritional values for each product, information that staff must have quick access to in order to answer customer questions. Find out more about how to properly manage this information in our guide on food allergens and legal obligations in Romania.

Conclusion

You have gone through all the essential steps for staff configuration in the POS Module of the Menivo platform. Now you know how to add employees, assign them correct roles and permissions, manage work sessions, and check the functioning of the entire system before putting it into practice. A well-configured team in POS means fewer errors, faster service, and more satisfied customers.

The next steps we recommend are configuring the bill splitting feature in POS and exploring order return management options, to fully prepare your team for any situation. Menivo offers you all the necessary tools for a digital, modern, and efficient restaurant.

See a quick overview of the POS module in Menivo: tables, table orders, bill splitting, and receipts, all in one place.