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      • Set up and manage Staff List
      • Manage staff roles and permissions
      • Manage an Item’s access permissions

Table of Contents

Set up and manage Staff List

Learn how to create a Staff List and assign roles to your staff on the Eats365 POS or on the Merchant Portal.

Updated on May 8th, 2023

A Staff List is a directory that includes the names and information of all staff members in the restaurant. The Staff List is also where you can assign roles to your staff, and where staff members can change their password in the POS. 

In this article, you’ll learn how to add a staff member to the Staff List and how to manage your Staff List.

Delete

Note: Only managers can see the Staff List. For other staff members, this shows up as My Account on the POS.

Create a Staff List

Creating a Staff List allows you to manage your staff’s roles and permissions. 
To add a staff member to your Staff List, follow the steps below:

Eats365 POS

  1. Log in to the Eats365 POS. 
  2. At the top left, tap Settings .
  3. Under Staff, tap Users and Permissions. Then, select Staff List.
  4. At the top right, tap Add Staff.
  5. Enter your staff member’s information.
  6. Select a role for your staff member.
  7. To grant your staff member access to the POS, turn on Active .
  8. (Optional) To allow your staff member to use their staff card when logging in to the POS, tap Reset next to Card Identifier. Then, tap the staff card on the RFID machine or scan the code on the staff card using the barcode scanner.
    Note: Make sure you’ve added your staff member’s staff card number on the Merchant Portal before you proceed with this step.
  9. At the top right, tap Save to confirm.
 Delete 

Merchant Portal (Classic)

Delete

Tip: To switch themes, at the top right, click on the account name. Then, select Switch to new theme.

  1. Log in to the Merchant Portal. 
  2. On the left panel, click on Staff. Then, select Staff List.
  3. At the top right, click on +Add Staff.
  4. Enter your staff’s information.

Within the Staff List, you can select which tool you want your staff to have access to. You can set up your staff’s access to the POS or the Merchant Portal.

Delete

Note: By default, only the Merchant Admin or the person who set up the account can access the Portal.

Set up access to the POS

To set up your staff member’s access to the POS, follow the steps to create a Staff List and continue with the steps below:

  1. Allow POS access . The POS Account tab appears at the top.
  2. To set up your staff member’s POS account, click on POS Account. Then, enter the staff member’s login details.
  3. (Optional) If you issue staff cards to your staff, enter the Staff Card Number. 
    Note: Once added, staff can use their staff card to log in to the POS.
  4. Under Shop Access, assign a role for your staff.
  5. To complete granting access to the POS, turn on Active .
  6. At the top right, click on Save to confirm.

(Optional) Set up access to the Merchant Portal

To set up your staff’s access to the Merchant Portal, follow the steps to create a Staff List and continue with the steps below:

  1. Allow Portal access . The Portal Account tab appears at the top.
  2. To set up your staff’s Portal account, click on Portal Account.
  3. Under Role, assign a Merchant Portal role for your staff. By default, you can choose between Merchant Admin or Merchant Staff only.
    Note: Depending on which role you choose, the staff member’s access to the Portal varies.
  4. Send an invitation to your staff to complete the Portal account setup. 
    Note: The invitation is sent only after all the changes have been saved.
    1. Enter your staff’s email address.
    2. Choose an email language.
  5. Under Shop Access, select which shop information the staff can view and manage in the Portal.
  6. (Optional) Under Notification Status, select which notifications you want your staff to receive.
  7. At the top right, click on Save to confirm.

List of Permissions

Use the table below to compare the different permissions available to a Merchant Staff and Merchant Admin. The following permissions are preset and can only be changed in the Admin Portal.

Reporting

Settings Merchant Staff Merchant Admin Permissions
Overview View
Sales Summary View
Daily Closing Report View, Export
Shift Report View
Transaction Report View, Export
Hourly Sales Report View, Export
Sales By Period View, Export
Sales By Item View, Export
Returns Report View, Export
Pay In and Payout View, Export
Sales By Product Type View, Export
Discount Report View, Export
Incoming Customers Analysis View, Export
Queuing Statistics View
Reconciliation Report View, Export
Item Sold Report View, Export
Void Report View, Export
Item Preparation Time Report View, Export
Staff Performance Report
View, Export
Abnormal Payment Report
View, Export
Delivery Fee Report
View, Export
Custom Report
Export
Thailand Tax Invoice Report
View, Export
Weekly Sales Report
View, Export
Delete

Inventory

Settings Merchant Staff Merchant Admin Permissions
Inventory Edit
Inventory Adjustment Report
View
Delete

CRM

Settings Merchant Staff Merchant Admin Permissions
Dashboard 1676369472335-1676369472335.png 1676369472335-1676369472335.png View
Customer List 1676369472335-1676369472335.png 1676369472335-1676369472335.png View
Customer Detail 1676369472335-1676369472335.png 1676369472335-1676369472335.png View, Add, Edit
Import Customer List
1676369472335-1676369472335.png Add
Delete

Menu Setup

Settings Merchant Staff Merchant Admin Permissions

Modifier Preset

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff:
View, Edit


Merchant Admin:

View, Add, Edit, Delete

Item

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff:

View, Edit


Merchant Admin:

View, Add, Edit, Delete

Product Type

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff:
View, Edit


Merchant Admin:

View, Add, Edit, Delete

Category

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff:

View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Custom Menu

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Kitchen Station

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Special Request Quick Keys

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Menu Action Log


1676369472335-1676369472335.png View

Pickup Station

1676369472335-1676369472335.png 1676369472335-1676369472335.png View, Add, Edit, Delete

Discount


1676369472335-1676369472335.png View, Add, Edit, Delete

Tier Price


1676369472335-1676369472335.png View, Add, Edit, Delete

Period Rule


1676369472335-1676369472335.png View, Add, Edit, Delete

Membership Plan Rule


1676369472335-1676369472335.png View, Add, Edit, Delete

Custom Rule


1676369472335-1676369472335.png View, Add, Edit, Delete

Pricing Rule Group


1676369472335-1676369472335.png View, Add, Edit, Delete

Tag

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit

Merchant Admin:
View, Add, Edit, Delete

Tag Type

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

All You Can Eat Menu

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Bulk Import
1676369472335-1676369472335.png View, Upload
Delete

Taxes

Settings Merchant Staff Merchant Admin Permissions
Tax Group 1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: 
View


Merchant Admin: 

View, Edit

Tax Type
1676369472335-1676369472335.png

Merchant Staff: 
View


Merchant Admin: 

View, Edit

Delete

Staff

Settings Merchant Staff Merchant Admin Permissions
Staff List
1676369472335-1676369472335.png

View, Add, Edit, Delete, Export

Time Clock
1676369472335-1676369472335.png View, Edit
Staff Group Roles and Permissions
1676369472335-1676369472335.png View, Add, Edit, Delete
Delete

Restaurant Settings

Settings Merchant Staff Merchant Admin Permissions

Basic Information


1676369472335-1676369472335.png View, Edit

Payment Settings


1676369472335-1676369472335.png View, Edit

Media Group


1676369472335-1676369472335.png View, Edit

Dine-In


1676369472335-1676369472335.png View, Edit

Takeout


1676369472335-1676369472335.png View, Edit

Queuing


1676369472335-1676369472335.png View, Edit

Printing


1676369472335-1676369472335.png View, Edit

Rounding


1676369472335-1676369472335.png View, Edit

System Preferences


1676369472335-1676369472335.png View, Edit

Other Device


1676369472335-1676369472335.png View, Edit

Table Mapping


1676369472335-1676369472335.png View, Edit

Online Ordering Setting


1676369472335-1676369472335.png View, Edit

Table Map Setup


1676369472335-1676369472335.png View, Edit
Delete

Integration

Settings Merchant Staff Merchant Admin Permissions
Xero Integration
1676369472335-1676369472335.png

View, Add, Edit, Delete

FMH
1676369472335-1676369472335.png View, Edit
SMS Notification
1676369472335-1676369472335.png View, Edit
Delete

Permission Control

Settings Merchant Staff Merchant Admin Permissions
Pending Request Permission
1676369472335-1676369472335.png View, Add, Edit, Delete
Permission Control
1676369472335-1676369472335.png View, Edit, Delete
Delete

Reservation

Settings Merchant Staff Merchant Admin Permissions
General
1676369472335-1676369472335.png View, Edit
Regular Capacity
1676369472335-1676369472335.png View, Edit
Seating Preference
1676369472335-1676369472335.png View, Edit
Special Capacity
1676369472335-1676369472335.png View, Edit
Delete
 Delete 

Merchant Portal (New)

Delete

Tip: To switch themes, at the top right, click on the account name. Then, select Back to classic theme.

  1. Log in to the Merchant Portal. 
  2. On the left panel, click on Staff. Then, select Staff List.
  3. At the top right, click on +Add Staff.
  4. Enter your staff’s information.

Within the Staff List, you can select which tool you want your staff to have access to. You can set up your staff’s access to the POS or the Merchant Portal.

Delete

Note: By default, only the Merchant Admin or the person who set up the account can access the Portal.

Set up access to the POS

To set up your staff member’s access to the POS, follow the steps to create a Staff List and continue with the steps below:

  1. Log in to the Merchant Portal. 
  2. Click on the POS Access tab. Then, allow POS Access .
  3. To set up your staff member’s POS account, under POS Account Details, enter the staff member’s login details.
  4. (Optional) If you issue staff cards to your staff, enter the Staff Card Number. 
    Note: Once added, staff can use their staff card to log in to the POS.
  5. Under Shop Access, assign a role for your staff.
  6. To complete granting access to the POS, turn on Active .
  7. At the top right, click on Save to confirm.

(Optional) Set up access to the Merchant Portal

To set up your staff’s access to the Merchant Portal, follow the steps to create a Staff List and continue with the steps below:

  1. Log in to the Merchant Portal.
  2. Click on the POS Access tab. Then, allow Portal Access .
  3. Assign a Merchant Portal role for your staff. By default, you can choose between Merchant Admin or Merchant Staff only. 
    Note: Depending on which role you choose, the staff member’s access to the Portal varies.
  4. Select the restaurant group which the staff belongs to, if applicable. Otherwise, you may select the default option All.
  5. Under Shop Access, select which shop information the staff can view and manage in the Portal.
  6. Send an invitation to your staff to complete the Portal account setup. 
    Note: The invitation is sent only after all the changes have been saved.
    1. Enter your staff’s email address.
    2. Choose an email language.
  7. (Optional) Under Notification Status, select which notifications you want your staff to receive.
  8. At the top right, click on Save to confirm.

List of Permissions

Use the table below to compare the different permissions available to a Merchant Staff and Merchant Admin. The following permissions are preset and can only be changed in the Admin Portal.

Reporting

Settings Merchant Staff MerchantAdmin Permissions
Overview View
Sales Summary View
Daily Closing Report View, Export
Shift Report View
Transaction Report View, Export
Hourly Sales Report View, Export
Sales By Period View, Export
Sales By Item View, Export
Returns Report View, Export
Pay In and Payout View, Export
Sales By Product Type View, Export
Discount Report View, Export
Incoming Customers Analysis View, Export
Queuing Statistics View
Reconciliation Report View, Export
Item Sold Report View, Export
Void Report View, Export
Item Preparation Time Report View, Export
Staff Performance Report
View, Export
Abnormal Payment Report
View, Export
Delivery Fee Report
View, Export
Custom Report
Export
Thailand Tax Invoice Report
View, Export
Weekly Sales Report
View, Export
Delete

Inventory

Settings Merchant Staff MerchantAdmin Permissions
Inventory Edit
Inventory Adjustment Report
View
Delete

CRM

Settings Merchant Staff MerchantAdmin Permissions
Dashboard 1676369472335-1676369472335.png 1676369472335-1676369472335.png View
Customer List 1676369472335-1676369472335.png 1676369472335-1676369472335.png View
Customer Detail 1676369472335-1676369472335.png 1676369472335-1676369472335.png View, Add, Edit
Import Customer List
1676369472335-1676369472335.png Add
Delete

Menu Setup

Settings Merchant Staff MerchantAdmin Permissions

Modifier Preset

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff:
View, Edit


Merchant Admin:

View, Add, Edit, Delete

Item

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff:

View, Edit


Merchant Admin:

View, Add, Edit, Delete

Product Type

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff:
View, Edit


Merchant Admin:

View, Add, Edit, Delete

Category

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff:

View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Custom Menu

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Kitchen Station

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Special Request Quick Keys

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Menu Action Log


1676369472335-1676369472335.png View

Pickup Station

1676369472335-1676369472335.png 1676369472335-1676369472335.png View, Add, Edit, Delete

Discount


1676369472335-1676369472335.png View, Add, Edit, Delete

Tier Price


1676369472335-1676369472335.png View, Add, Edit, Delete

Period Rule


1676369472335-1676369472335.png View, Add, Edit, Delete

Membership Plan Rule


1676369472335-1676369472335.png View, Add, Edit, Delete

Custom Rule


1676369472335-1676369472335.png View, Add, Edit, Delete

Pricing Rule Group


1676369472335-1676369472335.png View, Add, Edit, Delete

Tag

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit

Merchant Admin:
View, Add, Edit, Delete

Tag Type

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

All You Can Eat Menu

1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: View, Edit


Merchant Admin: 

View, Add, Edit, Delete

Bulk Import
1676369472335-1676369472335.png View, Upload
Delete

Taxes

Settings Merchant Staff MerchantAdmin Permissions
Tax Group 1676369472335-1676369472335.png 1676369472335-1676369472335.png

Merchant Staff: 
View


Merchant Admin: 

View, Edit

Tax Type
1676369472335-1676369472335.png

Merchant Staff: 
View


Merchant Admin: 

View, Edit

Delete

Staff

Settings Merchant Staff MerchantAdmin Permissions
Staff List
1676369472335-1676369472335.png

View, Add, Edit, Delete, Export

Time Clock
1676369472335-1676369472335.png View, Edit
Staff Group Roles and Permissions
1676369472335-1676369472335.png View, Add, Edit, Delete
Delete

Restaurant Settings

Settings Merchant Staff Merchant Admin Permissions

Basic Information


1676369472335-1676369472335.png View, Edit

Payment Settings


1676369472335-1676369472335.png View, Edit

Media Group


1676369472335-1676369472335.png View, Edit

Dine-In


1676369472335-1676369472335.png View, Edit

Takeout


1676369472335-1676369472335.png View, Edit

Queuing


1676369472335-1676369472335.png View, Edit

Printing


1676369472335-1676369472335.png View, Edit

Rounding


1676369472335-1676369472335.png View, Edit

System Preferences


1676369472335-1676369472335.png View, Edit

Other Device


1676369472335-1676369472335.png View, Edit

Table Mapping


1676369472335-1676369472335.png View, Edit

Online Ordering Setting


1676369472335-1676369472335.png View, Edit

Table Map Setup


1676369472335-1676369472335.png View, Edit
Delete

Integration

Settings Merchant Staff Merchant Admin Permissions
Xero Integration
1676369472335-1676369472335.png

View, Add, Edit, Delete

FMH
1676369472335-1676369472335.png View, Edit
SMS Notification
1676369472335-1676369472335.png View, Edit
Delete

Permission Control

Settings Merchant Staff Merchant Admin Permissions
Pending Request Permission
1676369472335-1676369472335.png View, Add, Edit, Delete
Permission Control
1676369472335-1676369472335.png View, Edit, Delete
Delete

Reservation

Settings Merchant Staff Merchant Admin Permissions
General
1676369472335-1676369472335.png View, Edit
Regular Capacity
1676369472335-1676369472335.png View, Edit
Seating Preference
1676369472335-1676369472335.png View, Edit
Special Capacity
1676369472335-1676369472335.png View, Edit
Delete
Delete

Manage Staff List

Edit Staff List

To update your staff member’s information on the Staff List, follow the steps below:

Eats365 POS

  1. Log in to the Eats365 POS. 
  2. At the top left, tap Settings .
  3. Under Staff, tap Users and Permissions. Then, select Staff List.
  4. Select the name of the staff member that you want to update the information. Tap the three dots , then tap Edit .
  5. Update your staff member’s information.
  6. At the top right, tap Update to confirm.
Delete

Merchant Portal (Classic)

Delete

Tip: To switch themes, at the top right, click on the account name. Then, select Switch to new theme.

  1. Log in to the Merchant Portal. 
  2. On the left panel, click on Staff. Then, select Staff List.
  3. Next to the staff’s name that you want to update the information, click on Edit .
  4. Update your staff’s information.
  5. At the top right, click on Save to confirm.
Delete

Merchant Portal (New)

Delete

Tip: To switch themes, at the top right, click on the account name. Then, select Back to classic theme.

  1. Log in to the Merchant Portal. 
  2. On the left panel, click on Staff. Then, select Staff List.
  3. Next to the staff’s name that you want to update the information, click on Edit.
  4. Update your staff’s information.
  5. At the top right, click on Save to confirm.
Delete

Remove a staff from the Staff List

To remove a staff member from the Staff List, follow the steps below:

Eats365 POS

  1. Log in to the Eats365 POS. 
  2. At the top left, tap Settings .
  3. Under Staff, tap Users and Permissions. Then, select Staff List.
  4. Select the name of the staff member that you want to remove from the list. Tap the three dots , then tap Remove.
  5. Tap Delete to confirm.
Delete

Merchant Portal (Classic)

Delete

Tip: To switch themes, at the top right, click on the account name. Then, select Switch to new theme.

  1. Log in to the Merchant Portal. 
  2. On the left panel, click on Staff. Then, select Staff List.
  3. Next to the staff’s name that you want to remove from the list, click on Delete . A prompt appears to confirm if you want to delete the Item.
  4. Click on OK to confirm.
Delete

Merchant Portal (New)

Delete

Tip: To switch themes, at the top right, click on the account name. Then, select Back to classic theme.

  1. Log in to the Merchant Portal. 
  2. On the left panel, click on Staff. Then, select Staff List.
  3. Next to the staff’s name that you want to remove from the list, click on Delete . A prompt appears to confirm if you want to delete the Item.
  4. Click on Confirm to delete.
Delete
staff management add staff member staff list staff access pos access merchant portal access

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