Permissions and Accessibility

January 08, 2025 22:16
Updated

Permissions

MicroSale’s transaction review and payment tracking tools give you total control over your restaurant’s operations. With up to ten customizable permission levels, you decide who has access to sensitive information like payroll, reports, or discounts—keeping your data secure.

Track Staff Activity in Real-Time
Know exactly who’s applying discounts or voids, which manager approved the transaction, and the reason behind each action. Gain full visibility into staff operations to ensure accountability and reduce revenue loss.

Every access level is associated with an access level name, in order to make it easier to label the clearance of employees. For instance, a manager is assigned an access level of 8, where 9 represents the highest level. Additionally, specific functions and sections within the software are designated with assigned access numbers. An employee can only access these functions or areas if their job code is equal to or exceeds the assigned number.

Restricted Access for Some Roles: Certain roles, like cooks or dishwashers, have limited access to only the Timeclock function. This ensures focused timekeeping without unnecessary distractions.

Security Measures: If a staff member tries accessing the order screen while the POS and cash drawer are in use, all employees are restricted to the Timeclock function. This prevents unauthorized transactions and maintains security.

Managerial Access: Managers always have access to the order screen, allowing them to oversee operations and manage transactions effectively.

ATTENTION:
Employees or management cannot view employees' profiles who have an equal or higher access level than their own. This means that the names of these high-access employees will not be listed in the dropdown menu, ensuring their profile and sensitive information is inaccessible.
Blocking profiles provides the following benefits:

Safeguards sensitive information such as access numbers, preventing someone from using an unauthorized number for higher-level management functions
Blocks pay wages and contact information

Customizable Capabilities

Modify access levels for any access level name
Create new access names
Adjust access level numbers for functions

Job Title vs. Access Name:

Job Title: represents an employee's role in the restaurant (e.g., Bartender, Food Runner, Manager).
Access Name: determines the access, or clearance, an employee can perform within the MicroSale system.

Step-by-Step Instructions

Adding a New Access Level

Managers Menu Register Setup Access Levels

To change an Access Name’s number – Select a name in the dropdown, type in a new number, save
To add a new Access Name with an Access Number – Type in a name, type in a number, save

Adding a New Job Title

Manager’s Menu Register Set Up Tenders, Paid Outs, Requests Employees’ Job Titles

Please Note: When adding a new job code, you must also set an Access Level (Register Set Up Access Levels)

Changing an Access Level for a Function

In order to lock out employees from specific areas in the system.

Managers Menu Register Setup System Access Configuration

Cook		0
Dishwasher		0
Prep		0
Cashier		1
Driver		1
Server		1
Assistant Manager		5
Manager		8
Supervisor (Highest Level, Unlimited Access)		9
Locks out function		10

Access and Permission Levels (by Access Name)

“+” means that the specific Access Name and higher can perform the function.

Function	Access Name
Access Levels	Supervisor Only
Access Phone Orders	Hostess, Busser, Counter, Cashier, Server
Account Inquire	Hostess, Busser, Counter, Cashier, Server
Allow Discount	Asst. Manager+
Apply Tip	Hostess, Busser, Counter, Cashier, Server
Assign Drawer	Asst. Manager+
Attach Coupon	Asst. Manager+
Break Report	Asst. Manager+
Calibrate Touch	Bartender+
Paid Outs	Manager+
Cash In Drawer	Asst. Manager+
Category / Department	Asst. Manager+
Change Access	Asst. Manager+
Change Item	Hostess, Busser, Counter, Cashier, Server
Change Table #	Asst. Manager+
Close Audit	Hostess, Busser, Counter, Cashier, Server
Close Check	Hostess, Busser, Counter, Cashier, Server
Close Out Time Recor	Manager+
Close To Cash	Hostess, Busser, Counter, Cashier, Server
Course Line	Hostess, Busser, Counter, Cashier, Server
Credit Card Menu	Asst. Manager+


Function	Access Name
Current Day Time Rec	Asst. Manager+
Daily Close	Asst. Manager+
Daily Labor Report	Asst. Manager+
Daily Sales Summary	Asst. Manager+
Daily Time Records	Asst. Manager+
Date Range Labor	Asst. Manager+
Debit Card	Hostess, Busser, Counter, Cashier, Server
Delivery Setup	Manager+
Discount	Hostess, Busser, Counter, Cashier, Server
Discount Card	Hostess, Busser, Counter, Cashier, Server
Discount Reports	Asst. Manager+
Discounts & Gratuity Menu	Manager+
Dont Make	Hostess, Busser, Counter, Cashier, Server
Driver Sales Report	Asst. Manager+
Edit	Hostess, Busser, Counter, Cashier, Server
Edit Sales	Manager+
Edit Time Records	Asst. Manager+
Employee Maintenance	Manager+
Exit To Windows	Manager+
Express Order	Hostess, Busser, Counter, Cashier, Server
Fire Order	Hostess, Busser, Counter, Cashier, Server
Frequent Diner	Hostess, Busser, Counter, Cashier, Server
Gift Certificate/House Account Setup	Asst. Manager+
Go Back	Hostess, Busser, Counter, Cashier, Server
Go Order	Hostess, Busser, Counter, Cashier, Server
Gratuity	Hostess, Busser, Counter, Cashier, Server
Hourly Time Report	Asst. Manager+
House Account / Gift	Manager+
Individual Daily Tim	Asst. Manager+
Item To Go	Hostess, Busser, Counter, Cashier, Server
List Checks	Manager+
List Servers	Manager+

Function	Access Name
List Servers	Manager+
Look Up Item	Hostess, Busser, Counter, Cashier, Server
Managers Background	Hostess, Busser, Counter, Cashier, Server0
Managers Menu	Asst. Manager+
Member Report	Asst. Manager+
Menu List	Hostess, Busser, Counter, Cashier, Server
Menu Maintenance	Manager+
Menu Reports	Asst. Manager+
Messages Menu	Asst. Manager+
Minimum Access	Bartender+
Misc Sale	Asst. Manager+
Modify	Hostess, Busser, Counter, Cashier, Server
Multi Close	Hostess, Busser, Counter, Cashier, Server
Not In Use	Asst. Manager+
Open Drawer	Bartender+
Over Time Watch	Asst. Manager+
Phone Order	Hostess, Busser, Counter, Cashier, Server
Print	Asst. Manager+
Print By Seats	Hostess, Busser, Counter, Cashier, Server
Print Check	Hostess, Busser, Counter, Cashier, Server
Print Individual Tim	Asst. Manager+
Print Utilities	Asst. Manager+
Printer Esc Codes	Manager+
Printer Routing	Asst. Manager+
Printers / Devices Setup	Manager+
QTY	Hostess, Busser, Counter, Cashier, Server
Refund	Manager+
Register Configuration	Manager+
Reopen Check	Asst. Manager+
Repeat Item	Hostess, Busser, Counter, Cashier, Server
Reports Menu	Asst. Manager+
Reset Main Server	Manager+

Function	Access Name
Revenue Centers	Asst. Manager+
Review	Hostess, Busser, Counter, Cashier, Server
Review Order	Hostess, Busser, Counter, Cashier, Server
Sales Audit	Asst. Manager+
Sales By Register Gr	Asst. Manager+
Sales History	Manager+
Sales Recap	Asst. Manager+
Sales Reports	Asst. Manager+
Sales Tax Menu	Manager+
Server Report	Hostess, Busser, Counter, Cashier, Server
Set Time /Date	Manager+
Show Order Time	Asst. Manager+
Show Recipe	Hostess, Busser, Counter, Cashier, Server
Split Check	Hostess, Busser, Counter, Cashier, Server
Start Over	Hostess, Busser, Counter, Cashier, Server
Start Table	Hostess, Busser, Counter, Cashier, Server
System Shut Down	Asst. Manager+
Table Layout Editor	Manager+
Tax Exempt	Asst. Manager+
Tender Order	Hostess, Busser, Counter, Cashier, Server
Time Clock Reports	Asst. Manager+
Time Clock Management	Asst. Manager+
Transfer Table	Asst. Manager+
Undo Split	Hostess, Busser, Counter, Cashier, Server
View All Checks	Asst. Manager+
Voice Auth	Asst. Manager+
Void Check	Asst. Manager+
Void Delete	Asst. Manager+
Void Report	Asst. Manager+
Void Sale	Asst. Manager+
Weekly Close	Asst. Manager+

Double click the function or access number on the right side of the screen to change the access number.

Note: An Access Level of “10” will lock out the function. Unless the Access Level is changed to a lower level, no employee (or you) can access the function; useful to help prevent mistakes (such as Clear Batch) For Employees (or Management), he/she cannot view employees in the Employee Maintenance area who have higher access levels than him/herself.

Masking Pay Rates

You may create a custom Access Level to “Mask” pay rates. This enables you to input pay rates in Employee Maintenance while maintaining employees’ privacy.1. Find Set Access, click it and type in MASK RATES. 2. Set the Access Level you wish to be able to view the rates. (Setting the Access to 9 will only allow supervisors to view rates, any manager under the Access of 9 will only see XX-XX in the rates of pay field.