Staff and Roles
What you will learn: how to add staff to DineNGo, assign roles and permissions, and build a weekly schedule.
Roles that ship out of the box
| Role | What they can do |
|---|---|
| Admin | Everything — settings, inventory, devices, staff, reports, refunds. |
| Manager | Inventory edits, refunds, discounts, scheduling, but no billing settings. |
| Server | Take orders at the table, fire kitchen tickets, settle checks, request manager comp. |
| Cashier | Run the cashier register, accept payments, request manager comp. |
| Cook | Bump tickets on the KDS. Read-only on the admin. |
| Host | Seat tables, attach an open check to a table — no payments. |
| Owner | Same as Admin, plus access to financial settings and Clover authorization. |
You can also create custom roles — see Settings → Permissions below.
Adding a staff member
- Open Staff in the sidebar.
- Click + Add Staff.
- Enter:
- Full name and a short display name (shows on receipts, on the KDS, and in shift reports).
- Email (used for password reset).
- Mobile (used for the optional SMS schedule reminder).
- Role — pick from the list above or a custom role.
- PIN — a four-to-six-digit personal code used on the cashier register, table device, and KDS for quick role-switching.
- Save. DineNGo emails the staff member a welcome message with a sign-in link.
🎬 Video — creating and editing a user: Create / edit user
Source: Videos/Existing-Updated-Videos/Create and edit user.mov
How the staff member signs in
- On the admin — they sign in with email and password.
- On the cashier register or table device — they enter their PIN. The PIN switches the device into their identity for the next transaction without a full sign-out.
- On the KDS — KDS does not authenticate individual cooks by default; you can require a PIN per bump under Devices → KDS → Security if you want a paper trail per cook.
🎬 Video — general user login and role selection: User login flow
Source: Videos/Existing-Updated-Videos/GERNERAL user login and role select.mov
Custom roles and permissions
Open Settings → Permissions to create a custom role. Toggle individual permissions on or off — e.g. Issue refund over $20, Comp item, Open drawer no-sale, Edit menu, View reports.
A custom role is useful for things like a Lead Server who can comp items but not issue large refunds, or a Trainer who can edit the menu but not see financials.
Building a weekly schedule
- Open Staff → Schedule.
- Pick the week.
- Drag and drop staff into the day-and-shift slots. Each slot shows the role and the time range.
- Click Publish when the week is set.
DineNGo emails (and optionally SMSes) the published schedule to each staff member. Changes after publish are flagged in red until you re-publish.
Time-off and trades
Staff can request time off or trade shifts from their own login:
- Request time off — picks a date range and a reason. Manager approves or declines in Schedule → Requests.
- Trade shifts — picks a coworker to swap with; both employees confirm; manager gets a notification but does not have to approve unless you enforce Manager approves trades in settings.
Tips and payroll hooks
If you collect tips through Clover, DineNGo allocates tips by the rule in Settings → Tips:
- Tipped staff keeps their own.
- Pooled and split evenly across tipped roles.
- Pooled and split by hours worked in the shift.
End-of-day allocations show up in 08-Reports-and-Dashboard and can be exported to your payroll provider.
Removing a staff member
Open the staff profile and click Deactivate. The account loses access immediately, but their order and shift history stays in reports so the books still balance.
Next steps
- Read the daily numbers: 08-Reports-and-Dashboard.
- Turn on a loyalty program: 09-Rewards-and-Promotions.