Restaurant Team Roles and Permissions

A restaurant runs on trust and on limits. The new waiter needs to open a check on table seven by their second evening. They do not need to see what the group pays for beef, or to void a 300 GEL bill without anyone noticing. Getting access right means making the first easy and the second deliberate.

This guide explains how roles and permissions work in Wox, how to invite people and set them up on the POS, how sensitive actions stay controlled, and how to review access as the team changes. For the product overview, see team management.

Two kinds of role

Wox separates what a person may access from what they do on shift. The access role is Owner, Manager, or Staff. Owners have full access to the organization. Managers run a location and can invite people to it. Staff get the everyday tools with limited write access.

The work role is the job itself: waiter, cook, bartender, cashier. It decides which POS screens a person sees and where they land after signing in, so a bartender opens on bar tabs and a cook on the kitchen display. A line cook might have Staff access and the work role cook, while the head chef has Manager access.

wox.ge

Wox

Team

5 members · 3 locations

+ Invite

AK

Alex K.

Owner

alex@downtown.com

All locations

JR

James R.

Manager

james@midtown.com

Midtown

MS

Maria S.

Chef

maria@downtown.com

Downtown

SP

Sam P.

Line Cook

sam@downtown.com

Downtown

NT

Nina T.

Sous Chef

nina@midtown.com

Midtown

Permissions by module

Beneath the roles, access is set module by module and, within a module, down to individual parts of a screen. That is how a sous chef can count stock and log waste without seeing the cost breakdown. Permissions are checked on the server against the person's active membership, so hiding a button is never the only safeguard.

Before you start

Access problems usually come from unclear ownership, not from the software. Agree on role definitions and approval boundaries before you invite anyone.

• Owner: sets the role policy and resolves exceptions.
• Managers: request access for their team members and check that each person's location is right.
• Shift leads: confirm who owns which daily task on each shift.

Map responsibilities to roles

1. 1List the jobs that touch ordering, receiving, stock counts, cash, and reporting, and note who does each one today.
2. 2Define role responsibilities for each job: who receives deliveries, who approves spending, who reads food cost reports.
3. 3Decide which POS actions must always involve a manager, such as voids, refunds, and opening the drawer without a sale.
4. 4Write the result down as a short role policy for each location, so the next hire is set up the same way.

Invite people to the web app

Owners, managers, and anyone who works in the back office receive an email invitation. If the person already has a Wox account, for example a manager who also runs a site for another business, they accept from that account and switch between workspaces instead of creating a second login.

1. 1Open Team in the Wox web app and choose to invite a member.
2. 2Enter their email address, select their role, and choose the location they will work in.
3. 3Give the minimum access their work needs. Widening access later is easy; undoing a mistake is not.
4. 4Ask them to accept the invitation from their email. Resend it if the message gets lost.

Set up floor staff on the POS

Many people on shift never open the web app. A waiter in Batumi needs the POS and nothing else. Floor staff are created in the POS admin area with a work role and a four-digit PIN, which is how they sign in at the terminal.

1. 1On the POS terminal, open Admin and then Staff.
2. 2Add the staff member with their name and work role, such as waiter or bartender.
3. 3Set their POS PIN and ask them to sign in once while the terminal is online.
4. 4Check that the screens they land on match their job, and adjust the work role if they do not.

After a successful online sign-in, a paired terminal can verify the same PIN locally for up to 24 hours if the internet drops. A shift change during an outage does not lock people out, and the POS keeps taking orders until the connection returns.

Keep sensitive actions behind a manager

Some actions should never depend only on who happens to be signed in. On the Wox POS, voiding a check, issuing a refund, opening the cash drawer without a sale, and reassigning a check to another server ask for a manager's PIN at the moment of the action, and the approving manager is recorded. Closing the business day needs a manager too.

A permission is a decision about the business, not a favour to a person.

Validate access before the first busy night

1. 1For each role, pick one task the person does every day, such as opening a check, receiving a delivery, or running a count.
2. 2Have someone in that role complete it from their own login, without help.
3. 3Confirm that cost data and manager-only actions stay hidden or ask for a manager's PIN.
4. 4Fix any gap in the role, then repeat the test with the same task.

Review access and offboard the same day

Hospitality teams change quickly. Seasonal staff join for the Batumi summer, a cook moves to the new branch, a manager leaves for another restaurant. Access should follow those changes on the day they happen.

1. 1Once a month, review active users and pending invitations for each location in Team.
2. 2Revoke invitations that were never accepted and are no longer needed.
3. 3When someone leaves or changes job, remove or change their access the same day, not at the end of the month.
4. 4Remove their POS staff record or change their PIN when they stop working at a location.

Removing a person ends their access to your organization only. If they belong to another business that uses Wox, their own account stays intact. The last owner of an organization cannot be removed or demoted, so the business is never left without one.

Sign-in security

Owners and managers see money, so their accounts deserve a second factor. Wox supports authenticator app codes, SMS codes, one-time backup codes, and passkeys, along with Google and Apple sign-in. Changing a password signs out every existing session. The details are in security and authentication.

What good looks like

• People finish their own tasks without asking someone else to click for them.
• Managers approve or correct actions at their location without escalating to the owner.
• Access reviews are routine, and stale permissions disappear within a day.

Common mistakes and how to fix them

Broad access by default. It feels faster on day one and costs more later. Start every person with the least access their job needs and widen it when a real task requires it.

Pending invitations left open. They hold seats and point at people who may never join. Review and close unused invitations every week during hiring season.

Late offboarding. A former employee with a working PIN is a cash risk. Remove access as soon as the role changes.