Estackly's staff management system lets you add team members, create custom roles with granular permissions, give individuals login access, track attendance and shifts, and review performance — all from one place under Staff in your admin panel.
Adding a Staff Member
- Go to Staff and click Add Staff.
- Fill in the form:
- Name — the staff member's full name.
- Phone — optional, for internal records.
- Joining Date — defaults to today.
- Role — select one of your custom roles (see below). This determines what the staff member can access.
- Status — Active or Inactive. Inactive staff cannot log in.
- Login credentials (optional): Enter an email address and password if you want this staff member to log in to the admin panel. Leave both blank to add them to the staff list without login access (useful for tracking purposes only). A welcome email is sent to their address when an account is created.
- Click Save.
How Staff Log In
Staff members with an email and password log in at the same URL as the restaurant owner: /restaurant/login. After logging in, they see only the sections their role permits — the menu, settings, and other restricted areas are hidden or blocked.
Staff are always linked to one restaurant. They cannot switch between restaurants from their account.
Creating Custom Roles
Go to Staff → Roles to create and manage roles. Each role has a name and a set of permissions you tick. There are no fixed built-in roles — you define exactly what each role can do.
Available Permissions
| Group | Permission | What It Allows |
|---|---|---|
| POS & Billing | POS Access | Open and use the POS to create orders and bills |
| Void Orders | Cancel or void a placed order | |
| Apply Discounts | Add manual discounts to an order at POS | |
| Orders | View Orders | See the orders list and order details |
| Manage Orders | Update order status, edit order details | |
| Kitchen Display | Access the Kitchen Display System (KDS) | |
| People | View Customers | See the customer list and profiles |
| View Reservations | See and manage table reservations | |
| Management | View Reports | Access sales reports and analytics |
| Manage Inventory | Add and update stock levels | |
| Manage Expenses | Record and view expenses | |
| Configuration | Manage Staff | Add, edit, and remove staff members and roles |
| Settings | Access restaurant settings (menu, payments, notifications, etc.) | |
| Manage Tables | Add, edit, and rearrange tables |
Tip: A typical setup might be: a Cashier role with POS Access only; a Kitchen role with Kitchen Display only; a Manager role with all permissions except Settings and Manage Staff.
Per-Staff Permission Overrides
If a staff member needs one or two extra permissions beyond their role — without changing the role for everyone — you can grant them individually. When editing a staff member, expand the Override Permissions panel and tick the extra permissions. These are additive — the staff member keeps everything their role grants plus the individual overrides. A small badge on their card in the staff list shows how many overrides are active.
Deactivating and Removing Staff
- Inactive — set status to Inactive to block login while keeping the record. Historical orders and attendance data are preserved. Use this when a staff member is on leave or has left the team.
- Delete — permanently removes the staff record. Use with caution as this cannot be undone. Past orders attributed to this staff member remain but the staff link is broken.
Attendance Tracking
Go to Staff → Attendance to record daily attendance for each team member.
- For each staff member and date, set:
- Status — Present, Absent, or Half Day.
- Check-In / Check-Out time — enter times to calculate worked hours automatically.
- Notes — optional reason or remark.
- Records can be edited or deleted. Duration (worked hours) is recomputed automatically when check-in or check-out is changed.
- The default view shows today's attendance. Use the date picker to navigate to other days.
Shift Scheduling
Go to Staff → Shifts to plan work schedules. Assign shift start and end times to staff members for specific dates. Shifts are for planning purposes — they do not block login or enforce clock-in.
Performance Reports
Go to Staff → Performance to see a date-ranged summary of each staff member's activity:
- Orders as Waiter — number of orders and total sales attributed to each staff member (for staff assigned as waiter on orders).
- Delivery Orders — count and value of delivery orders handled.
- Attendance Summary — total present / absent / half-day days, total hours worked, broken down per staff member.
Use the date range filter at the top to narrow the report to a specific week, month, or custom period.
Frequently Asked Questions
Does a staff member need an email to be added?
No. Email and password are only needed if the staff member will log in to the admin panel. You can add staff for tracking, attendance, and performance purposes without giving them login access.
Can a staff member see other restaurants in the account?
No. Staff are assigned to exactly one restaurant and can only see that restaurant's data after login.
What happens if I delete a role that has staff assigned to it?
The staff members linked to that role lose their role assignment — they will have no permissions until you assign them a new role. Delete roles with caution or reassign staff first.
Can the restaurant owner restrict their own access?
No. The restaurant owner (admin role) always has full access to all features regardless of roles and permissions. The permission system only applies to staff accounts.