How to set permissions and roles in POS

If you manage a restaurant with multiple employees, setting permissions for POS staff is an essential step to maintain control over operations and data security. By correctly configuring roles and access in the Menivo POS system, you can define exactly what each team member can see or modify — from waiter, to manager or cashier. In this guide, you'll learn step by step how to set POS staff permissions to work efficiently and safely.

Why setting permissions in POS matters

In a busy restaurant, not all employees need access to the same functionalities. A waiter needs to take orders and process payments at the table, but shouldn't be able to modify menu prices or access financial reports. A manager, on the other hand, needs a complete overview.

The POS system integrated into the Menivo platform allows you to assign different roles to staff, so that each employee only has access to the functions necessary for their position. This reduces the risk of errors, prevents unauthorized changes, and simplifies daily workflow.

If you haven't activated the POS module yet, first check our guide on how to activate the POS Module in Menivo, then come back here to configure permissions.

What you need

• An active account on menivo.io with administrator (owner) rights
• The POS module activated for your restaurant
• At least one employee (staff) created on the platform
• Knowledge of your team's structure (roles, responsibilities)
• Access to a web browser or the tablet/computer at the register

Step 1: Access the staff management section

The first step in setting permissions is to navigate to the staff-dedicated section in the Menivo administration panel.

1. Log in to your account on menivo.io.
2. From the side menu, select the restaurant for which you want to configure permissions.
3. Navigate to the POS section in the control panel.
4. Access the Staff or Personnel subsection.

If you haven't created any employee yet, we recommend checking the detailed guide on how to create and manage staff in the POS system, where you'll find complete instructions for adding team members.

Step 2: Understand the roles available in the POS system

Before assigning permissions, it's important to understand what types of roles exist in Menivo POS and what each one involves. Roles define an employee's level of access in the system.

• Administrator / Manager — full access: can view reports, modify menus, manage orders, and configure POS settings.
• Cashier — can process payments, issue receipts, and manage active orders, without access to advanced settings.
• Waiter / Server — can take orders at the table, view the menu, and send orders to the kitchen or bar.
• Cook / KDS Staff — access to the kitchen display screen (KDS) to view and manage orders in preparation.

Each role comes with a predefined set of permissions, but depending on the chosen configuration, you can customize access to fit your restaurant's specific needs. Learn more about what KDS means and how it works to properly integrate kitchen staff.

Step 3: Assign a role to each employee

Once you understand the role structure, you can proceed to actually assigning them to each team member.

1. In the Staff section, select the employee to whom you want to assign a role.
2. Click the Edit button (or the pencil icon) next to their name.
3. From the Role field, choose the appropriate role from the dropdown list (e.g., Waiter, Cashier, Manager).
4. If the system allows, check or uncheck individual permissions to customize access.
5. Save the changes by clicking the Save button.

Repeat this process for all employees who need access to the POS system. It's recommended to assign the minimum necessary role to each person — this "principle of least privilege" reduces operational risks.

Step 4: Set a PIN or authentication method for each employee

To ensure the security of work sessions in POS, each employee must have their own authentication method. The most common mechanism is the personal PIN code.

1. In the employee's profile, locate the PIN or Access Code field.
2. Enter a unique numeric code for that employee (usually 4–6 digits).
3. Make sure each employee has a different PIN — do not use the same code for multiple team members.
4. Save the configuration.

Individual authentication means that every action in the POS can be attributed to a specific employee, which facilitates auditing and identifying any errors or irregularities.

Step 5: Verify access and test the configuration

After setting roles and PINs, it's essential to test the configuration before putting it into production. A quick test ensures that each employee sees exactly what they should and doesn't have access to restricted functions.

1. Log in to the POS using a waiter-role employee's PIN.
2. Verify that they can take orders, but cannot access reports or system settings.
3. Log out and log in with a manager's PIN.
4. Verify that the manager can access all sections, including reports and configurations.
5. Adjust permissions if you notice discrepancies from the desired configuration.

Step 6: Manage staff changes

Restaurant teams are dynamic — employees come and go, promotions are frequent. It's important to keep permissions constantly updated.

• When an employee leaves: deactivate or delete their account from the POS system immediately.
• When an employee is promoted: update the role and permissions to reflect the new responsibilities.
• Periodically: review the list of active employees and make sure there are no inactive accounts with active access.

You can also configure the available payment methods for each type of user. Check out the guide on payment methods in POS to understand how to restrict or allow certain methods based on role.

Useful tips

• Principle of least access: grant each employee only the permissions they need to perform their tasks — no more.
• Unique PINs: avoid reusing PIN codes between employees to maintain traceability of actions.
• Initial training: before granting access, make sure employees know what they can and cannot do in the system.
• Periodic review: schedule a monthly review of roles and permissions, especially during periods of staff turnover.
• Internal documentation: create a simple internal document where you note assigned roles and corresponding responsibilities.
• Testing after changes: whenever you change an employee's permissions, test access before sending them to work independently.
• Advanced POS settings: explore all available options in the advanced POS module configuration guide to optimize the entire system.

How permissions integrate with the rest of the Menivo platform

The permission system in POS works closely with the other modules of the Menivo platform. For example, if your restaurant also uses the online ordering feature, employees with POS access can view and manage orders received through the online ordering system for delivery and pickup, depending on the assigned role.

Also, if you've configured a QR digital menu for the restaurant, staff with manager roles can update products, prices, and information about food allergens directly from the platform, without requiring other employees to access these sensitive sections.

Conclusion

Setting permissions for POS staff is a fundamental element of efficient management for a modern restaurant. By correctly assigning roles, configuring individual PINs, and periodically reviewing access, you ensure both operational security and a smooth workflow for the entire team.

Now that you know how to set POS staff permissions in Menivo, you can move on to the next step: explore the system's advanced features, such as splitting the bill in POS or managing returns, to offer your customers a complete and professional experience. The Menivo platform gives you all the tools you need to transform your restaurant into a digitalized, efficient, and modern business.

See a brief overview of the dedicated POS module page: tables, table orders, bill splitting, and fiscal receipt, all in one place.