Open HR & Workforce from the sidebar. Staff Directory is on every plan. Rotas, timesheets and payroll require Growth or above.

1. Add a staff member

  1. HR & Workforce → Staff Directory → Add staff.
  2. First name, last name, phone number.
  3. Role: Owner, Manager, Cashier or Kitchen.
  4. 4-digit POS PIN — this is how they sign in on the till.
  5. Save.

Staff do not need an email address to use the POS — PIN is enough.

2. Roles and permissions

  • Owner — full access including billing.
  • Manager — everything except billing; can void orders, apply discounts, run reports.
  • Cashier — takes orders and payments. Cannot void or see reports (unless you allow it).
  • Kitchen — KDS only. Cannot access the order screen or reports.

Customise permissions in Settings → Roles.

Qavyo role permissions screen
Toggle individual permissions per role.

3. Clock-in kiosk

  1. HR & Workforce → Time Kiosk → Launch kiosk on any tablet near the back door.
  2. Staff tap their name and PIN to clock in or out.
Qavyo staff clock-in kiosk

4. Shift roster

  1. HR & Workforce → Shift Roster → Add shift — assign staff member, date and hours.
Qavyo shift roster weekly view
Staff see their shifts in the Staff Portal app.

5. Timesheets

  1. HR & Workforce → Timesheets — all clock-ins and outs.
  2. Edit any row if staff forgot to clock out.
  3. Approve timesheets at the end of each pay period before running payroll.
Qavyo timesheets

6. Pay rules and payroll

  1. HR & Workforce → Pay Rules — hourly rates, overtime multipliers, weekend and public holiday premiums.
  2. HR & Workforce → Payroll → choose pay period → Calculate → review each payslip → Approve.
Qavyo payroll screen
Calculated from approved timesheets and pay rules — review and approve before finalising.

See staff and rota and payroll and tips for full details.

What's next

Go to Ingredients and inventory to track food cost and stock.