You can manage your labor, create or edit their job roles and assign the necessary permissions to them from the Vivid back-end portal.
How to Create and Assign the Roles and Responsibilities?
You can create the new roles under Access Control in the back-end portal. It also allows you to add the privileges for that particular job role. With that said, you can easily grant permissions to any of your employees based on their roles and responsibilities in your restaurant.
Creating a new job role
- Open the Vivid back-end portal.
- Go to the left navigation menu.
- Click Access Control.
- Click the Roles tab, you will see the list of previously added job roles. You can disable or enable any one of them by clicking the green tick in the Status column. means disabled and means enabled.
- Tap on the ➕ symbol to create a new job role as shown in the screenshot.
- Create Role – Here you can input the role name and assign privileges based on different job types such as bartender, chef, Cashier, Manager, etc.
- Tap the Role Name field and type the role name you want to create.
- Tap on the Department field, select the department for which you want to create a new role.
- Go to the Privileges section, select the permissions to be granted for that role.
- Once you are done with choosing the privileges, click Save at the bottom right corner.
You can add as many departments for your restaurant and assign roles to your employees in those departments. Here is how you can do it.
Assigning roles to employees
After creating a new job role, you can assign it to any of your employees. Follow the below steps to do it.
- Click the Information tab
- Click Assigned Role.
- Fill in the details in the Role(s) section.
- Select the Role that you want to assign to an employee.
- Enter the Hourly Rate.
- To retroactively apply the wage change to a job role, tap the checkbox underneath Update Previous Record. Select the start date and end date using the in-built calendar.
- If you want to keep this job role a default for this employee, click the Default icon.
Updating employee wages
With Vivid, you can update the employee wages from the Manage Employee section. To do this, you will have to update the employee wages individually. Here are the steps.
- Edit Employee – Here you can add or change the employee information, address, Payroll info, etc.
- To change the employee wage, click the Payroll Info tab.
- Choose either Hourly or Salaried based on whether an employee is working on an hourly basis or gets a salary.
- In this example, Jane works on an hourly basis at $15/hour.
- Since Jane earns a fixed salary we have left the Salaried field blank.
- Enter the Payroll ID and under the Job Type field, select full-time or part-time.
- Under the Hire Date field, select the employee’s hiring date. Please note, this can only take today or future dates.
Removing the job role(s)
Please note that removing a particular job role will delete its historical data from the Vivid reports. Follow the below steps to remove the job role.
How to Assign the Access Privileges?
By assigning the access privileges you can define your employee’s limits to access the features on Vivid POS. It helps you control what your employees can or cannot do on the POS. There are two ways to assign the access privileges to your employees – Role based and Employee based.
Assigning the role-based privileges
You can set the default privileges for a particular role type from the back-end portal. For example, you can assign cash management and cash drawer access privileges to the Cashier role type. Any employee who clocks in as a Cashier will automatically inherit these privileges. Here are the steps to assign the role-based permissions.
Assigning the employee-based privileges
Vivid’s back-end portal also allows you to assign special privileges to any staff member. Using employee-based privileges you can assign more responsibilities to certain employees than others in your restaurant.
Access privileges reference guide
Here you will learn different types of privileges you can set for your employees or a particular role type. These are categorized into portal access, module access, order management, cash management, report permissions, and others. The following data describes each one of them in detail.
Portal access permissions
Portal Access privileges allow employees to use different functionalities of the Vivid back-end portal. Managers can restrict the employees from accessing any functionality they think is of no use for their team. Here are the access privileges that you will see under the Access Management section in the back-end portal. Their descriptions are provided alongside for your quick reference.
|Allow User to Modify Drawer After Close||It allows a user to modify the cash drawer even after it has been closed.|
|Allow User to Access Cash Management||It gives access to the Cash Management section under the left navigation in the portal.|
|Allow User to Access Coupon Management||It gives access to the Coupon section under the left navigation in the portal.|
|Allow User to Access Data Management||It allows an employee to access Data Management under the left navigation.|
|Allow User to Access Payment Processing Option||It allows a user to access the payment processing option.|
|Blog Post||Not Available|
|Event Management||Not Available|
|Reseller/Lead Management||Not Available|
|Role Assignment Access||It allows an employee to access the Role Assignment section to edit roles.|
|Show Access Control||It allows a user to see the Access Control module in the left navigation in the portal. Disabling this setting will hide the Access Control module and the user won’t be able to access it.|
|Show Catalog/Menu||It allows a user to see the Catalog/Menu Control module in the left navigation in the portal. Disabling this setting will hide the Catalog/Menu module and the user won’t be able to access it.|
|Show Configurations||It allows a user to see the Configurations module in the left navigation in the portal. Disabling this setting will hide the Configurations module and the user won’t be able to access it.|
|Show Customers||It allows a user to see the Customers module in the left navigation in the portal. Disabling this setting will hide the Customers module and the user won’t be able to access it.|
|Show Dashboard||It allows a user to see the Dashboard module in the left navigation in the portal. Disabling this setting will hide the Dashboard module and the user won’t be able to access it.|
|Show Employee||It allows a user to see the Employees module in the left navigation in the portal. Disabling this setting will hide the Employee module and the user won’t be able to access it.|
|Show Module Management||It allows a user to see the Module management in the left navigation in the portal. Disabling this setting will hide the Module and the user won’t be able to access it.|
|Show On Boarding||Not Available|
|Show Reports||It allows a user to see the Reports module in the left navigation in the portal. Disabling this setting will hide the Reporte module and the user won’t be able to access it.|
|Show Stocks||Not Available|
|Show Transfer Sale||It allows a user to see the Transfer Sale module in the left navigation in the portal. Disabling this setting will hide the Transfer Sale module and the user won’t be able to access it.|
|Time Management||It allows a user to see the Time Management module in the left navigation in the portal. Disabling this setting will hide the Time Management module and the user won’t be able to access it.|
These are the additional permissions that managers can leverage to provide more power to the employees. Managers can assign one or more privileges based on the job responsibilities that a staff member is taking care of.
Add Item Access
This privilege will allow employees to access Add Item in the POS under POS Operations. By enabling this permission the user can add items to the POS.
All Table Access
This privilege will allow employees to access all table orders.
Allow Add Item
This privilege will allow employees to access Add Item in POS under POS Operations.
This privilege will allow employees to perform comp in an order.
Allow Customer Based Tax Exempt
This privilege will allow employees to perform the customer-based tax exemption. The customer details can be accessed from the left navigation menu in the Vivid POS.
This privilege will allow employees to apply discounts on orders.
Allow Item 86
This privilege will allow employees to mark items as 86 means no longer available.
Allow Manual Tax Exempt
This privilege will allow employees to exempt items individually from taxes.
Allow Resale Payment
This privilege will allow users to conduct a resale by using a previously used card.
Allow Resend to Kitchen
This privilege will allow users to resend the order to the kitchen without the manager’s permission.
Allow Reset Order Number
This privilege allows an employee to reset the order number from the POS Operations section.
Allow Return With Receipt
This privilege allows an employee to perform the return with receipt.
Allow Return Without Receipt
This privilege allows an employee to perform the return without receipt.
Allow User Defined Payment Methods Access
It allows the user to take payments for orders through user-defined payment methods.
Allow User to Change Item Count
Users will be allowed to edit the item count with a long press on any item.
Allow User to Update Stock from POS
Users will be allowed to update the quantity in stock by long press on an item.
Allow User to Land on Quick Charge Screen in Service
Users will land directly on the Quick Charge screen in the Service menu.
Allow User to Show Portal in POS
Users will be allowed to access Portal in the left navigation in the POS.
This privilege will allow employees to apply Voids on orders.
Allow User to Delivery Out of Delivery Range
The user will be allowed to make a delivery out of the delivery range.
Allow User to Enable Invoice Payment
It allows a user to invoice the order.
Allow User to Access Invoices
This privilege allows the user to access the invoices.
Can Start Cash Management
Users will be allowed to start the cash management including the cash drawers.
Cash Drawer Access
This privilege will allow an employee to access the cash drawer by clicking the Cash Drawer icon.
Cash Management Access
This privilege will allow a user to manage cash and tills.
Clock Out Summary
This privilege will enable the employees to access their Clock Out summary at the clock out.
Disable Add Discount option in Services
The Add Discount button will be disabled in the Services menu for this employee.
Disable Adding Item In Cart
This will disable adding items to the cart.
Disable Adding Open Item In Cart
This disables adding an open item to the cart.
Disable Batch Access
This disables the employees from accessing the batch.
Disable Cash Payment
This privilege will disable the Cash Payment option in the payment section.
Disable Clockout For No Tip Orders
The Clock out will be disabled for no tip orders.
Disable Credit Payment
Turning on this privilege will disable the credit payments for employees.
Disable Discount Access in Services
Turn on this privilege to disable the discounts in the Services section.
Disable Invoice Info
Info in the invoices will be disabled using this setting.
Disable Order Start on Table
This disables the employee from starting order at the table.
Disable Resend Access to Kitchen
It disables resending an order to the kitchen without the manager’s permission.
Disable Table Start
This disables an employee to start the table on the Main Dining service area.
Disable Tip Section For Employee
The tips section will be disabled for employees.
Enable Advanced Search Order
Users will be able to search orders based on advanced criteria.
Enable Cart Item Change Price
Users will be allowed to change the item price in the cart.
Enable Cart Item Delete
This enables you to delete the items in the cart.
Enable Cash Drawer
The user is granted permission to access the cash drawer.
Enable Cash Management Section
Users will have access to the cash management tab on the left menu, including the cash drawer.
Enable Closed Order List
The user has access to the closed order tab. If this is disabled, it will ask for the manager pin when accessing closed orders.
Enable Configuration Editing
Users will be allowed to edit the configurations.
Enable Declare Tip On Clock Out
This privilege allows employees to declare tips on Clock out.
Enable Discount On Partial Pay
Enabling this will allow discounts on partially paid orders.
Enable Enter Starting Cash
It allows a user to enter the starting cash in the cash drawer section.
Enable Hardware Section
Users will have access to the Hardware tab on the left menu, including printers and scanners.
Enable Invoice Payment
Users get the ability to invoice the order.
Enable Item Price Change
Users will be able to change the price of an item.
Enable Manual Extra Charge
Users can apply an extra charge on an item without the manager’s permission.
Enable Manual Search Order
The Search Order tab will be enabled allowing users to manually search the orders from the Orders section.
Enable Open Order List
Users can access the open orders without the manager’s permission.
Enable POS Operation Section
The POS Operations section in the left navigation can be accessed without the manager’s permission.
Enable Sales Summary View Report
Users can access the Sales Summary in the Report section.
Enable Table Editing
Users can add tables to the service area.
Enable Tip Section For Emp
Users can access the tip tab on the left menu, where they can view tips.
Force Clock In
Users will be prompted to clock in when they log in.
Hide Cash Management On Left Menu
This hides the Cash Management section from the left navigation.
Hide Customer On Left Menu
This hides the Customer section from the left navigation.
Hide POS Operations On Left Menu
This hides POS Operations from the left navigation.
Hide Reports Section On Left Menu For Employees
This hides the Reports section from the left navigation for the employees.
Hide Reports Section In Services
This hides the Reports section in Services.
Users will be able to access the Refund in the Pay section allowing employees to perform the refund.
Show Close Orders Employee Wise
Users will see the closed orders employee-wise under the Closed Orders in the Orders section.
Show Current Employee Invoices Only
Enabling this will show invoices generated by current employees only.
Show Employee List
Users can see a drop-down of all the employees to view their reports.
Show Home On Left Menu
Users can see the Home button on the left navigation.
Show Open Orders Employee Wise
Users will see the open orders employee wise under Open Orders in the Orders section
Show Orders Employee Wise
Orders will be arranged employee-wise under the Order section.
Show Orders On Left Menu
The Orders menu will be displayed on the left navigation.
Show Tips Employee Wise
The tips will be arranged employee wise by enabling this privilege.
Show Total Sale Amount On Order Management
This will show the total sale made in the Order Management section.