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Staff Management

Payverge's staff management system allows you to invite team members and assign role-based permissions. This guide covers inviting staff, managing roles, and controlling access.

Overview​

Staff members help you run your business without needing crypto wallets or blockchain knowledge. They authenticate using email and one-time codes, making it simple for anyone to use.

Accessing Staff Management​

  1. Log into your Business Dashboard
  2. Click "Staff" in the sidebar
  3. View your team and pending invitations

TODO: ADD IMAGE - Screenshot of staff management interface

Staff Roles​

Payverge offers four staff roles with different permission levels.

Manager​

Full operational access - Can manage everything except financial settings.

Permissions:

  • ✅ Menu management (create, edit, delete items)
  • ✅ Table management (create, edit, delete tables)
  • ✅ Staff management (invite and manage team)
  • ✅ Bill management (create, view, close bills)
  • ✅ Order management (approve, reject, track)
  • ✅ Kitchen display access
  • ✅ Analytics and reports
  • ❌ Subscription management
  • ❌ Payment settings
  • ❌ Financial settings

Best For:

  • Restaurant managers
  • Shift supervisors
  • Assistant managers
  • Operations managers

Server​

Table and bill management - Focused on customer service.

Permissions:

  • ✅ View tables and status
  • ✅ Create bills for customers
  • ✅ Add items to bills
  • ✅ Process payments
  • ✅ Close bills
  • ✅ View order status
  • ❌ Menu editing
  • ❌ Staff management
  • ❌ Analytics access
  • ❌ Table creation/deletion

Best For:

  • Waiters and waitresses
  • Front-of-house staff
  • Service staff
  • Floor managers

Host​

Table and seating management - Focused on guest reception.

Permissions:

  • ✅ View all tables
  • ✅ See table status (occupied, available)
  • ✅ View active bills
  • ✅ See guest count
  • ❌ Create or edit bills
  • ❌ Menu management
  • ❌ Order management
  • ❌ Staff management

Best For:

  • Hosts and hostesses
  • Greeters
  • Reservation managers
  • Front desk staff

Kitchen​

Order viewing only - Focused on food preparation.

Permissions:

  • ✅ Access kitchen display system
  • ✅ View incoming orders
  • ✅ Mark items as "In Kitchen"
  • ✅ Mark items as "Ready"
  • ✅ See order details and special requests
  • ❌ All other features restricted

Best For:

  • Chefs
  • Cooks
  • Kitchen staff
  • Prep staff

Role Comparison Table​

FeatureOwnerManagerServerHostKitchen
Menu Management✅✅❌❌❌
Create Tables✅✅❌❌❌
View Tables✅✅✅✅❌
Create Bills✅✅✅❌❌
Close Bills✅✅✅❌❌
Approve Orders✅✅❌❌❌
Kitchen Display✅✅❌❌✅
Staff Management✅✅❌❌❌
Analytics✅✅❌❌❌
Financial Settings✅❌❌❌❌

Inviting Staff Members​

Sending Invitations​

  1. Click "Invite Staff" button
  2. Fill in invitation details:
    • Email Address: Staff member's email
    • Role: Select from Manager, Server, Host, or Kitchen
    • Name: Staff member's name (optional)
  3. Click "Send Invitation"

TODO: ADD IMAGE - Screenshot of staff invitation form

What Happens Next​

Invitation Email Sent:

  • Staff receives email with invitation link
  • Email includes business name and role
  • Link expires in 7 days
  • Can resend if expired

Staff Accepts:

  1. Clicks invitation link
  2. Enters their name
  3. Confirms acceptance
  4. Receives login credentials via email

Staff Can Login:

  • Uses email address
  • Receives 6-digit verification code
  • Enters code to access dashboard
  • No crypto wallet needed!

TODO: ADD IMAGE - Screenshot of invitation email example

Managing Active Staff​

Viewing Staff List​

Your staff list shows:

  • Name - Staff member's name
  • Email - Contact email
  • Role - Current role assignment
  • Status - Active or Pending
  • Last Login - Most recent access
  • Actions - Edit or remove

TODO: ADD IMAGE - Screenshot of active staff list

Editing Staff Roles​

Change a staff member's role:

  1. Find staff member in list
  2. Click edit icon (✏️)
  3. Select new role
  4. Click "Save Changes"
  5. Staff member's permissions update immediately

When to Change Roles:

  • Promotion (Server → Manager)
  • Department change (Server → Host)
  • Temporary coverage (Host → Server)
  • Demotion (if necessary)

Removing Staff Access​

Deactivating Staff​

Remove a staff member's access:

  1. Find staff member in list
  2. Click remove icon (🗑️)
  3. Confirm removal
  4. Staff access revoked immediately

What Happens:

  • Staff can no longer log in
  • Active sessions terminated
  • Email notification sent
  • History preserved for records
Important

Removed staff cannot access the system but their historical data (bills created, orders processed) remains for audit purposes.

Pending Invitations​

Managing Invitations​

View all pending invitations:

  • Email - Invited email address
  • Role - Assigned role
  • Sent Date - When invitation was sent
  • Expires - Expiration date (7 days)
  • Actions - Resend or cancel

TODO: ADD IMAGE - Screenshot of pending invitations list

Resending Invitations​

If staff didn't receive or lost the email:

  1. Find invitation in pending list
  2. Click "Resend"
  3. New email sent with fresh link
  4. Previous link invalidated

Canceling Invitations​

Cancel an invitation before it's accepted:

  1. Find invitation in pending list
  2. Click "Cancel"
  3. Confirm cancellation
  4. Invitation link becomes invalid

Staff Authentication​

How Staff Login​

No Crypto Wallet Required!

  1. Visit staff login page
  2. Enter email address
  3. Receive 6-digit code via email
  4. Enter code to access dashboard
  5. Session lasts 24 hours

TODO: ADD IMAGE - Screenshot of staff login flow

Security Features​

One-Time Codes:

  • New code for each login
  • Expires in 10 minutes
  • Cannot be reused
  • Sent via secure email

Session Management:

  • 24-hour sessions
  • Auto-logout after inactivity
  • Secure token-based authentication
  • No passwords to remember

Staff Workflows​

Server Workflow​

Typical Day:

  1. Login via email code
  2. View assigned tables
  3. Create bills for customers
  4. Add items as guests order
  5. Process payments
  6. Close bills
  7. Repeat for next table

Quick Actions:

  • Create new bill
  • Add items to existing bill
  • Mark bill as paid
  • Close completed bills

Manager Workflow​

Typical Day:

  1. Login via email code
  2. Review daily operations
  3. Approve pending orders
  4. Monitor kitchen status
  5. Check analytics
  6. Manage staff if needed
  7. Handle special requests

Quick Actions:

  • Approve/reject orders
  • View analytics
  • Invite new staff
  • Edit menu items

Host Workflow​

Typical Day:

  1. Login via email code
  2. View table availability
  3. Monitor table status
  4. Track guest flow
  5. Coordinate with servers
  6. Manage waiting list

Quick Actions:

  • View all tables
  • Check table status
  • See active bills
  • Monitor occupancy

Kitchen Workflow​

Typical Day:

  1. Login via email code
  2. Access kitchen display
  3. View incoming orders
  4. Mark items "In Kitchen"
  5. Prepare dishes
  6. Mark items "Ready"
  7. Notify servers

Quick Actions:

  • View order queue
  • Mark items in progress
  • Mark items ready
  • See special requests

Staff Performance Tracking​

Available Metrics​

For Managers:

  • Bills created per staff member
  • Average bill value by server
  • Order processing time
  • Customer satisfaction (if tracked)

For Servers:

  • Personal bill count
  • Total sales
  • Average tip percentage
  • Bills per shift

TODO: ADD IMAGE - Screenshot of staff performance dashboard

Best Practices​

Inviting Staff​

Do:

  • ✅ Use work email addresses
  • ✅ Assign appropriate roles
  • ✅ Provide training on first day
  • ✅ Test access before shift

Don't:

  • ❌ Share owner credentials
  • ❌ Give excessive permissions
  • ❌ Forget to remove departed staff
  • ❌ Use personal emails for work

Role Assignment​

Guidelines:

  • Start with minimal permissions
  • Increase access as needed
  • Review roles quarterly
  • Adjust for seasonal staff

Security​

Best Practices:

  • Remove access immediately when staff leaves
  • Regularly review active staff list
  • Monitor for unusual activity
  • Use work emails only
  • Train staff on security

Troubleshooting​

Staff Can't Receive Invitation​

Check:

  • Email address is correct
  • Check spam/junk folder
  • Email service is working
  • Invitation hasn't expired

Solution:

  • Verify email address
  • Resend invitation
  • Try different email
  • Contact support if persistent

Staff Can't Login​

Check:

  • Using correct email address
  • Checking email for code
  • Code hasn't expired (10 min)
  • Account is still active

Solution:

  • Request new code
  • Check spam folder
  • Verify account status
  • Contact manager/owner

Wrong Permissions​

Check:

  • Role assignment is correct
  • Subscription tier supports feature
  • Feature is enabled
  • No system issues

Solution:

  • Verify role in staff list
  • Change role if needed
  • Check subscription status
  • Contact support

Staff Training​

Onboarding Checklist​

Day 1:

  • Send invitation
  • Verify email received
  • Guide through acceptance
  • Test login process
  • Show dashboard overview

Week 1:

  • Train on specific role tasks
  • Practice common workflows
  • Review best practices
  • Answer questions
  • Monitor performance

Ongoing:

  • Regular check-ins
  • Address issues promptly
  • Provide feedback
  • Update training as needed

Training Resources​

For Staff:

  • Role-specific guides
  • Video tutorials
  • Quick reference cards
  • FAQ document

For Managers:

  • Staff management guide
  • Training materials
  • Performance tracking
  • Issue resolution

Advanced Features​

Shift Management​

Coming soon:

  • Assign staff to shifts
  • Track hours worked
  • Shift handoff notes
  • Schedule management

Staff Messaging​

Coming soon:

  • Internal messaging
  • Shift announcements
  • Task assignments
  • Team communication

Performance Reviews​

Coming soon:

  • Automated performance reports
  • Goal tracking
  • Feedback system
  • Recognition program

Next Steps​

Now that you understand staff management:

Need help? Contact support@payverge.io