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Staff and HR

Add your team, set PINs, assign roles and run payroll.

← Back to setup guide

Open HR & Workforce from the sidebar. Staff Directory is available 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. Assign a role: Owner, Manager, Cashier or Kitchen.
  4. Set a 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 order screen or reports.

Customise permissions in Settings → Roles.

Qavyo role permissions screen
Toggle individual permissions per role — give managers more, restrict cashiers to essentials.

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
A dedicated clock-in tablet keeps timesheets accurate without asking staff to use their phones.

4. Shift roster

  1. HR & Workforce → Shift Roster → Add shift.
  2. Assign staff member, date, start and end times.
Qavyo shift roster weekly view
The weekly rota. Staff see their shifts in the Staff Portal app.

5. Timesheets

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

6. Pay rules

  1. HR & Workforce → Pay Rules — set hourly rates, overtime multipliers, weekend and holiday premiums.
Qavyo pay rules editor
Set base hourly rate, overtime, weekend and bank holiday rates per role.

7. Run payroll

  1. HR & Workforce → Payroll → choose pay period → Calculate.
  2. Qavyo uses approved timesheets and your pay rules to compute gross pay.
  3. Review each payslip, adjust if needed, click Approve.
  4. Download or print payslips from the same screen.
Qavyo payroll screen with calculated pay
Payroll calculated from approved hours — review and approve before finalising.

What's next

Ingredients and inventory → — track food cost and stock.