Each person who works at your restaurant needs a staff profile. Their jobs decide what they can do, and their passcode lets them log in to your POS and tablet.
Requirements
The Manage users permission (Admin or Manager by default). See How staff and permissions work in Owner.
At least one job to give them. The Admin, Manager, and Employee jobs are ready to use, or see Create and edit staff jobs.
From your Owner Dashboard
Add a staff member
Go to Staff › Members.
Click Add member.
Enter their First name and Last name.
Enter their Email, Phone number, or both.
⚠️ We send the passcode by email only. If you add only a phone number, your staff member won't get it. You can still see it later under Passcode on their profile.
Then choose their jobs and locations:
Under Jobs, add one or more jobs.
(Optional) Enter an Hourly rate override to pay this person a different rate than the job's default.
Under Locations access, choose All current and future locations or select specific locations.
Click Save.
Change their details, jobs, or pay
Go to Staff › Members.
Click the staff member's name. Use the search at the top of the list to find them quickly.
Make your changes. See the list below for what you can change.
Click Save.
On a staff member's profile, you can change:
First name, Last name, Email, and Phone number. Keep at least an email or a phone number.
Jobs: add a job, or remove one you no longer want them to have.
Hourly rate override: enter a different rate for one of their jobs. Clear it to go back to the job's default rate.
Locations access: choose All current and future locations or select specific locations.
Remove a staff member
Go to Staff › Members and click the staff member's name.
Click Delete user.
Confirm that you want to delete them.
⚠️ You cannot undo this. The staff member is signed out of any POS or tablet right away and loses their access. Their past timesheets stay in Staff › Pay for payroll.
From the Owner App
Add a staff member
Tap More, then Staff Members.
Tap Add member.
Enter their First name and Last name.
Enter their Email, Phone number, or both.
⚠️ We send the passcode by email only. If you add only a phone number, your staff member won't get it. You can still see it later under Passcode on their profile.
Then choose their jobs and locations:
Tap Jobs and choose one or more jobs.
(Optional) Enter an Hourly rate override to pay this person a different rate than the job's default.
Tap Locations access and choose All current and future locations or select specific locations.
Tap Save.
Change their details, jobs, or pay
Tap More, then Staff Members.
Tap the staff member's name.
Make your changes. You can change the same things as in the dashboard: their details, Jobs, Hourly rate override, and Locations access.
Tap Save.
Remove a staff member
Tap More, then Staff Members, and tap the staff member's name.
Tap Delete user.
Confirm that you want to delete them.
⚠️ You cannot undo this. The staff member is signed out of any POS or tablet right away and loses their access. Their past timesheets stay in Staff Pay for payroll.
What your staff member gets
We email your staff member a welcome message with their 4-digit passcode (PIN). They use this passcode to log in to your POS and tablet and to clock in. What they can do there depends on the jobs you gave them.
ℹ️ Note: If you choose All current and future locations, they also get access to any location you open later. If you select specific locations, you'll need to add new locations to their profile yourself.
Help your staff log in to the dashboard or Owner App
Your Owner Dashboard and the Owner App use an email and password, not the passcode. What your staff member can see there depends on their jobs. Share these steps with them to help them log in.
If you added their email: they go to dashboard.owner.com or open the Owner App, enter their email, and use Forgot password to set a password.
If you added only their phone number: they open the Owner App, enter their phone number, and enter the code we text them. Then they add an email and password.
Each time they log in with a password, we send a one-time code to confirm it's them. See Log in to your Owner account.
Promote someone or change their job
A staff member gets every permission from every job they hold, combined. To move someone to a new role, add the new job and remove the old one. For example, to promote a server to shift lead, add the Shift Lead job, then remove the Server job.
⚠️ Adding a job with fewer permissions does not limit someone's access. To give someone less access, remove the job with more permissions.
When changes take effect
Changes apply the next time the staff member logs in to your POS, tablet, dashboard, or the Owner App. Their passcode stays the same when you change their details or jobs. To give them a new one, see View or reset a staff passcode (PIN).
FAQ
Can I pause someone's access instead of deleting them?
Can I pause someone's access instead of deleting them?
Not right now. To stop someone's access, remove them. If they come back, add them again as a new staff member.
Why can't my staff member see something they need?
Why can't my staff member see something they need?
Their jobs decide what they can see and do. Add a job that includes what they need, or change the permissions on their current job. See How staff and permissions work in Owner.