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Roles and Permissions

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Manage staff roles and permissions (Food Court)

Learn how to define your staff’s roles and allowed permissions on the Eats365 POS or on the Merchant Portal.

“Roles” determine the access level you can assign to an employee in the Eats365 POS. Depending on your food court setup, you can create and configure the staff roles and permissions appropriate for your restaurant operations. For example, you can create a role that only displays categories and items relevant to the staff’s role. You can create multiple staff roles per vendor and customize the permissions with different restrictions.

Tip: If only one type of role is required for the vendor, you can simply create a single role and assign that role to all staff members who belong to that vendor.

Sample setup:

Vendor A - Cashier Allowed categories: Ice Cream, Drinks
Vendor A - Manager Allowed categories: All categories

In this article, you’ll learn about the permissions that you can grant to your staff, and how to manage your staff’s roles and permissions.

Role permissions

Below is the list of permissions that you can grant to your staff:

Eats365 POS

Vendor

Note: This permission only applies to the POS assigned as the “Central Cashier.”

Assigns the role to the selected vendor.

Device Permission

Login POS

Allows staff to log in to the Eats365 POS.

General Permission

Menu

Note: This option becomes available when “Menu” is disabled.

Allows staff to create and manage menu items on the POS.

Update Item Quantity

Allows staff to update item quantity from the order-taking screen.

Printer Setup

Allows staff to pair and set up printers on the POS.

Payment Device Setup

Allows staff to pair and set up payment devices on the POS.

Device Pairing

Allows staff to pair and set up different Eats365 Modules on the POS.

Process Payment

Allows the staff to process payments on the POS.

Vendor

Allows the staff to manage vendor settings on the POS.

Current Operation Permission

Start/End/Break/Resume Operation

Allows staff to start and end the day.

End day with Processing Order

Allows staff to perform End of Day even when there are orders that are still processing.

Note: When this is disabled, a prompt appears to process all orders first before performing End of Day.

Enable Preorder

Allows staff to process pre-orders on the Eats365 POS.

Discount Permission

Apply Discount to Orders

Allows staff to apply discounts on orders.

Apply Complimentary Item

Allows staff to make an item complimentary.

Item Discount

Allows staff to manually add a discount on an item.

Set Item as excluded from discount

Allows staff to exclude an item from a discount.

Note: When this is enabled, the No Discount action button appears on the list of available action buttons.

Set excluded item as included in discount

Allows staff to apply a discount on an item marked as excluded from a discount.

Note: When this is enabled, the Allow Discount action button appears on the list of available action buttons.

Open Amount

Allows staff to add a fixed discount amount to the order.

Open Percentage

Allows staff to add a discount to the order based on percentage.

Public Discount

Allows staff to apply public discounts to an order.

Merchant Discount

Allows staff to apply merchant discounts to an order.

Merchant Discount (Member)

Allows staff to apply merchant discounts for members to an order.

Discount Coupon

Allows staff to use discount coupons for an order.

Shift Operation Permission

Open/Close Shift

Allows staff to open or close shifts.

View Shift Report

Allows staff to check their Shift Reports.

View Shift Report of Other Staff

Allows staff to check the Shift Report of another staff member.

View Shift Report before Close Shift

Allows staff to check their Shift Report without closing a shift.

Drop/Payout

Allows staff to process a Drop or Payout operation.

Report Permission

Sales by Vendor Report

Allows staff to access the Sales by Vendor Report.

Reconciliation Report

Allows staff to access the Reconciliation Report.

Settings Permission

Preferences

Allows staff to access the general preferences settings.

System Preferences & Other Devices

Allows staff to access the system preferences and other device settings.

Barcode Configuration

Allows staff to access the barcode configuration settings.

Online Ordering Setting

Allows staff to access the online ordering settings.

Restaurant Info

Allows staff to manage the restaurant’s information.

Dine-in Settings

Allows staff to set up and manage dine-in settings.

Takeout Settings

Allows staff to set up and manage takeout settings.

Catering

Allows staff to set up and manage catering settings.

Receive User App Order

Allows staff to manage which online orders can be received by the POS.

Tender

Allows staff to set up and manage tender settings.

Service Charge

Allows staff to set up and manage service charge settings.

Surcharge

Allows staff to set up and manage surcharge settings.

Discounts

Allows staff to set up and manage discount settings.

Edit Taxes

Allows staff to set up and manage tax settings.

Edit Rounding

Allows staff to set up and manage rounding settings.

Edit Printing

Allows staff to set up and manage printing settings.

Order Display Restriction

Note: When this is enabled, the “Show Only Orders Entered from the POS” becomes available under the “Preferences” settings.

Allows you to limit the system to only show orders made on the specific POS.

Staff & Role Permission

Staff List

Allows staff to access the staff list.

Edit Role Permission

Allows staff to modify role permissions.

Membership Permission

Edit Membership Settings

Allows staff to modify membership settings.

Enter Initial Point Balance

Allows staff to enter initial point balance.

Enter Initial Credit Balance

Allows staff to enter initial credit balance.

Create Member

Allows staff to add a new member to the POS.

Edit Member

Allows staff to modify member information.

Search Member by Name

Allows staff to search for a member by name.

Other Operation Permission

Accept/Reject New Orders

Allows staff to accept and reject new orders.

Authorize and Void Paid Orders

Allows staff to authorize voiding of paid orders.

Void Orders after End of Day

Allows staff to void orders after performing End of Day.

Refund

Allows staff to process refunds.

Note: When this is disabled, the refund button is greyed out on the payment page of the POS.

Authorize and Cancel Orders

Allows staff to cancel unpaid orders.

Authorize and Cancel Items

Allows staff to remove items from a confirmed order.

Park Order

Allows staff to park and retrieve orders.

Change All You Can Eat Menu Tier

Allows staff to change the selected All You Can Eat Menu Tier.

Note: When this permission is disabled, staff won’t be able to toggle the Same Menu Tier setting on the order-taking screen.

Change payment method on Paid Orders

Allows staff to change the customer’s payment method for paid orders.

Override Order Delivery Fee

Allows staff to override order delivery fee.

Enable/Disable Tax at Checkout

Allows staff to add or remove taxes upon checkout.

Enable/Disable Order Surcharge at Checkout

Allows staff to add or remove service charges upon checkout.

Access to All Menu Items

Decides whether a staff would have the ability to access all menu items at all times. If you prefer to restrict access to certain menu items, you can disable “Access to All Menu Items” and configure menu access on an item-level settings instead. This offers granular control over which roles can access specific menu items and at which times an item is available on the order-taking screen.

When “Access to All Menu Items” is enabled, you can turn on Show Expiry Items to display items that have exceeded their indicated availability period.

Show Expiry Items

Note: This setting becomes available when “Access to All Menu Items” is enabled.

Enable this setting to display items that have exceeded their indicated availability period. When disabled, items that have expired will be hidden from the order-taking screen.

Access to All Tier Prices

Allows staff to access all tier prices.

Add Custom Item(s)

Allows staff to create custom items.

Set POS as Primary

Allows staff to set a secondary POS as the primary POS.

Open till with “No Sale” button

Allows staff to open the till by tapping the No Sale button.

Input Special Request for Items

Allows staff to enter the customer’s special requests for an item.

Reservation Overbook

Allows staff to process overbook reservations.

Ignore All You Can Eat Menu restrictions

Allows staff to ignore restrictions set for All You Can Eat Menu items.

Ignore Ordering Quantity Limit restrictions

Allows staff to ignore restrictions set for Ordering Quantity Limit.

Ignoring Delivery Service Boundary

Allows staff to ignore delivery service boundaries.

Reassign Revenue Center

Allows staff to reassign an order to a different revenue center.

Item Permission

Allows staff to view categories and menu items.

Merchant Portal 2.0

Device Permission

Login POS

Allows staff to log in to the Eats365 POS.

Login mPOS

Allows staff to log in to the mPOS.

General Permission

Receive Vendor Order

Allows staff to manage whether they can receive online orders on the POS.

Vendor

Allows the staff to manage vendor settings on the POS.

Menu Setup

Allows staff to create and manage menu items on the POS.

Update Item Quantity

Allows staff to update item quantity from the order-taking screen.

Table Setup

Allows staff to set up and manage tables on the POS.

Printer Setup

Allows staff to pair and set up printers on the POS.

Payment Device Setup

Allows staff to pair and set up payment devices on the POS.

Device Pairing

Allows staff to pair and set up different Eats365 Modules on the POS.

Process Payment

Allows the staff to process payments on the POS.

Current Operation Permission

Operation Options

Allows staff to start and end the day.

End Day with Processing Order

Allows staff to perform End of Day even when there are orders that are still processing.

Note: When this is disabled, a prompt appears to process all orders first before performing End of Day.

Enable Pre-order

Allows staff to process pre-orders on the Eats365 POS.

Discount Permission

Apply Discount to Orders

Allows staff to apply discounts on orders.

Apply Complimentary to Item

Allows staff to make an item complimentary.

Discount Open Amount

Allows staff to add a fixed discount amount to the order.

Discount Open Percentage

Allows staff to add a discount to the order based on percentage.

Public Discount

Allows staff to apply public discounts to an order.

Merchant Discount

Allows staff to apply merchant discounts to an order.

Merchant Discount (Member)

Allows staff to apply merchant discounts for members to an order.

Item Discount

Allows staff to manually add a discount on an item.

Set Item as Non-discountable

Allows staff to exclude an item from a discount.

Note: When this is enabled, the No Discount action button appears on the list of available action buttons.

Online Ordering Discount

Allows staff to apply user app discount to an order.

Set Non-discountable Item as Discountable

Allows staff to apply a discount on an item marked as excluded from a discount.

Note: When this is enabled, the Allow Discount action button appears on the list of available action buttons.

Discount Coupon

Allows staff to use discount coupons for an order.

Shift Operation Permission

Open/Close Shift

Allows staff to open or close shifts.

View Shift Report

Allows staff to check their Shift Reports.

View Shift Report of Others

Allows staff to check the Shift Report of another staff member.

View Shift Report before Close Shift

Allows staff to check their Shift Report without closing a shift.

Drop or Payout

Allows staff to process a Drop or Payout operation.

Daily Closing Report

Daily Closing Report

Allows staff to access the Daily Closing Report.

Reconciliation Report

Allows staff to access the Reconciliation Report.

Sales by Vendor Report

Allows staff to access the Sales by Vendor Report.

Setting Permission

Preferences

Allows staff to access the general preferences settings.

System Preferences & Other Devices

Allows staff to access the system preferences and other device settings.

Barcode Configuration

Allows staff to access the barcode configuration settings.

Online Ordering Setting

Allows staff to access the online ordering settings.

Restaurant Information

Allows staff to manage the restaurant’s information.

Dine-in Settings

Allows staff to set up and manage dine-in settings.

Takeout Settings

Allows staff to set up and manage takeout settings.

Queue Settings

Allows staff to set up and manage queuing settings.

Tender

Allows staff to set up and manage tender settings.

Surcharge

Allows staff to set up and manage surcharge settings.

Discounts

Allows staff to set up and manage discount settings.

Edit Taxes

Allows staff to set up and manage tax settings.

Edit Rounding

Allows staff to set up and manage rounding settings.

Edit Printing

Allows staff to set up and manage printing settings.

Order Display Setting Permission

Note: When this is enabled, the “Show Only Orders Entered from the POS” becomes available under the “Preferences” settings.

Allows you to limit the system to only show orders made on the specific POS.

Ordering Quantity Limit

Allows staff to set up and manage Ordering Quantity Limit settings.

Order Display Setting Permission

Allows you to limit the system to only show orders made on the specific POS.

Note: When this is enabled, the “Show Only Orders Entered from the POS” becomes available under the “Preferences” settings.

QR Code mapping

Allows staff to access the QR Code Mapping settings.

Ignore Ordering Quantity Limit restrictions

Allows staff to ignore restrictions set for Ordering Quantity Limit.

Staff Role And Permission

Staff List

Allows staff to access the staff list.

Edit Role and Permission

Allows staff to modify role permissions.

Membership Permission

Edit Membership Settings

Allows staff to modify membership settings.

Enter Initial Point Balance

Allows staff to enter initial point balance.

Enter Initial Credit Balance

Allows staff to enter initial credit balance.

Create Member

Allows staff to add a new member to the POS.

Edit Member

Allows staff to modify member information.

Search Member by Name

Allows staff to search for a member by name.

Transfer Member Membership Card

Allows staff to transfer a member’s membership card.

Unlink Eats365 Membership Card

Allows staff to unlink an Eats365 membership card from the POS.

Unlink Restaurant Membership Card

Allows staff to unlink a third-party CRM membership card from the POS.

Other Operation Permission

Waive Service Charge

Allows staff to manually waive service charge from an order.

Note: When enabled, the Waive SC action button appears on the list of available action buttons on the POS.

Add/Reject New Orders

Allows staff to accept and reject new orders.

Void Paid Orders

Allows staff to authorize voiding of paid orders.

Void Orders after End of Day

Allows staff to void orders after performing End of Day.

Refund

Allows staff to process refunds.

Note: When this is disabled, the refund button is greyed out on the payment page of the POS.

Cancel Orders

Allows staff to cancel unpaid orders.

Cancel Items

Allows staff to remove items from a confirmed order.

Park Order

Allows staff to park and retrieve orders.

Change Payment Method

Allows staff to change the customer’s payment method for paid orders.

Override Order Delivery Fee

Allows staff to override order delivery fee.

Receive User App Order

Allows staff to manage which online orders can be received by the POS.

Edit Tax at Checkout

Allows staff to add or remove taxes upon checkout.

Enable/Disable Order Surcharge at Checkout

Allows staff to add or remove service charges upon checkout.

Manage Queue

Allows staff to manage queuing.

Issue VIP Ticket

Allows staff to issue VIP queuing tickets.

Publish Menu to Other Platform

Allows staff to publish menu items on a third-party delivery platform.

Note: When this is disabled, staff won’t be able to sync the menu to the platform.

Access to All Items

Allows staff to access all menu items, including those designated for All You Can Eat Menus, which should only appear when the menu is intentionally activated.

Access to All Menu Items: Enabling this grants staff access to all menu items, regardless of assigned roles.
Limited Menu Access: If you prefer to restrict access to certain menu items, you can customize the allowed roles permissions from the item-level settings instead. This offers granular control over which roles can access specific menu items.

When “Access to All Menu Items” is enabled, you can turn on Show Expired Item to display items that have exceeded their indicated availability.

Access to All Tier Pricing

Allows staff to access all tier prices.

Add Custom Item

Allows staff to create custom items.

Set POS as Primary

Allows staff to set a secondary POS as the primary POS.

Is Enable No Sale

Allows staff to open the till by tapping the No Sale button.

Not Allowed to Open Till after Shift Starts

Restricts staff from opening the till after performing open shift.

Input Special Request for Items

Allows staff to enter the customer’s special requests for an item.

Reservation Overbook

Allows staff to process overbook reservations.

Ignoring Delivery Service Boundary

Allows staff to ignore delivery service boundaries.

Reassign Revenue Center

Allows staff to reassign an order to a different revenue center.

Item Permission

Allows staff to view categories and menu items.

Vendor

Assigns the role to the selected vendor.

Edit role permissions

Note: Any change to a role’s permissions applies to all staff members assigned to the role.

If you want to make changes to a role’s permissions, follow the steps below:

Eats365 POS

Log in to the Eats365 POS.
At the top left, tap Settings .
Under "Staff," tap Users and permissions. Then, select Role Permission.
Tap the role that you want to edit. You can also tap the three-dot menu , then tap Edit Permissions .
Update the role’s permissions.
At the top right, tap Update to confirm.

Merchant Portal 2.0

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

Important: By default, only the "Merchant Admin" or the person who set up the account has access to the Merchant Portal. If you are not the Merchant Admin, you won’t be able to update role permissions through the Merchant Portal. The Merchant Admin must turn on your access to the portal first before you can make any changes.

Log in to the Merchant Portal.
On the left panel, click on Staff. Then, select POS Roles.
Next to the role that you want to edit, click on Edit.
Update the role’s permissions.
Click on Save to confirm.

Delete a role

Note: You won’t be able to delete a role that’s currently assigned to a staff member. Make sure that the role is empty before you delete the role.

To delete a role including all of its permissions, follow the steps below:

Eats365 POS

Log in to the Eats365 POS.
At the top left, tap Settings .
Under "Staff," tap Users and permissions. Then, select Role Permission.
Select the role that you want to edit. Tap the three-dot menu , then tap Delete Role .
Tap Delete to confirm.

Merchant Portal 2.0

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

Log in to the Merchant Portal.
On the left panel, click on Staff. Then, select POS Roles.
Next to the role that you want to edit, click on Delete . Then, click on Confirm.

Add a new role

You can also create a new role aside from the preset roles that are available on the POS.

Tip: If you want to grant certain permissions to a specific individual, you can create a new role and customize the permissions before assigning a staff member to the newly created role.

To create a new role, follow the steps below:

Eats365 POS

Log in to the Eats365 POS.
At the top left, tap Settings .
Under "Staff," tap Users and permissions. Then, select Role Permission.
At the top right, tap Add Role.
Enter the role name.
Set the permissions for the role.
At the top right, tap Save to confirm.

Merchant Portal 2.0

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

Log in to the Merchant Portal.
On the left panel, click on Staff. Then, select POS Roles.
At the top right, click on Add Role.
Enter the role name.
Set the permissions for the role.
Under “Item Permission,” select the items that you want the role to have access.
Click on Save to confirm

permissions control staff management