How to create staff in the POS system:
Complete step-by-step tutorial
Discover how to perform staff creation in the POS module, configure roles, manage team permissions and optimize the workflow in your restaurant — all from a single administration panel.
Try Menivo for freeWhy staff management in POS matters
A well-configured POS system gives you full control over your team and daily operations.
Full control over the team
Define precise roles for waiters, cashiers and managers, eliminating confusion and operational errors.
Security and granular permissions
Each staff member accesses only the functions relevant to their role, protecting sensitive data.
Increased operational efficiency
Bill splitting processes, payment methods and KDS integration work smoothly when staff is configured correctly.
Guide to creating staff in the POS system
Follow these steps to fully configure and manage your team in the POS module.
Access the POS module from the administration panel
Log in to your administrator account and navigate to the POS section from the main menu. Make sure the POS module is activated for your restaurant — activation is done from Settings → Integrations → Activate POS. If you haven't set up your restaurant yet, we recommend checking out the complete guide to configuring restaurant settings.
Navigate to the staff management section
From the POS panel, access Team Management or Staff Management. You will find a list with all existing users associated with your restaurant, their status (active/inactive) and assigned role. If this is your first login, the list will be empty and you will be able to immediately start the staff creation process from scratch.
Create a new employee account
Press the "+ Add employee" button to open the creation form. Fill in the required fields: Full name, Email address (will be used as username), Phone number (optional, recommended for notifications) and Quick access PIN (4–6 digits, used for quick login on the POS terminal). The temporary password will be automatically sent by email.
Assign the correct role and permissions
The POS system offers several predefined roles, each with a specific set of permissions:
🧑💼 Manager — full access: reports, configuration, order cancellation, viewing all tables.
💁 Waiter / Server — manages own tables, places orders, processes payments, performs bill splitting.
💰 Cashier — focused on payment methods, closing bills, cash reports.
👨🍳 Cook / KDS — exclusive view of the KDS system (Kitchen Display System), without access to payments or tables.
Configure access to specific POS features
Beyond roles, you can enable or disable individual permissions for each employee. Some of the most important settings include: Allow product cancellation (useful only for managers), Allow manual discount (watch out for abuse), Allow bill splitting (recommended for all waiters), Allow viewing daily reports and Access to POS settings (strictly restricted to admin). You can also choose which payment methods are visible for each role — cash, card, voucher or mixed payment.
Integrate staff with the KDS system
If your restaurant uses a KDS system (Kitchen Display System), associate kitchen employees with the corresponding KDS stations. Access POS → KDS Settings and assign one or more responsible employees to each station. The KDS system will automatically display orders routed to the department (kitchen, bar, both) configured in each menu category. You can learn more about menu category structure in the complete guide to creating menu categories.
Save and communicate access details
After configuration, press "Save employee". The system will automatically send a welcome email with login details. Give the employee the PIN set in step 3 verbally or through a secure channel. We recommend a short training session on the terminal (10–15 minutes) in which the employee practices placing orders, using the bill splitting feature and processing the different payment methods available.
Monitor and update staff periodically
Staff management doesn't end at creation. From the Staff Management section you can always: temporarily deactivate an account (e.g., leave), change the role of a promoted employee, reset the PIN in case it's forgotten or permanently delete the account of a former employee. Check monthly activity reports per user to identify anomalies or unusual behavior in the system.
What you need for staff creation in POS
Check the list of conditions before starting to configure your team.
- Active administrator account on the POS platform — verify that you have superadmin or restaurant owner rights
- POS module activated for your restaurant (from Settings → Integrations → Activate POS)
- Subscription that includes multiple user management — check your plan here
- Valid email addresses of the employees you want to add as POS users
- Clear organizational structure: who is manager, who is waiter, who works at the bar or kitchen
- KDS stations configured and connected to the network, if you use a KDS system in the kitchen or bar
- Payment methods activated in the system: cash, bank card, voucher, mixed payment
- Digital menu configured with departmental categories (kitchen/bar/both) for correct order routing — see the complete tutorial on adding products to the menu
- A planned training session for each new employee added to the system
- Clear internal policy regarding PINs and terminal access — communicated to the entire team
Useful resources for complete restaurant configuration
Staff management in POS works best when the rest of the platform is also configured correctly. We also recommend exploring these guides:
- How to create a digital menu for a restaurant in 10 minutes — to have the menu ready before activating POS
- Complete guide: How to enable online orders for delivery and pickup — integration with the POS flow
- Table reservation: the feature that brings you more reservations — correlates with table management in POS
- Increase your restaurant sales with Menivo — strategies for using the complete platform
Are you ready to configure staff in your POS system?
Start today with Menivo — the complete platform for modern restaurants. Simple staff creation, integrated digital menu and full control over your team, all from one place.
Create a free account on MenivoTake a quick look at the page dedicated to the POS module: tables, table orders, bill splitting and receipt, all in one place.
