How to Use Profile from Backoffice

Before You Start

• Sign in to Backoffice with an account allowed to manage Staff, Shifts, Payroll, and Permissions as needed.
• Confirm the staff member's location, role, pay rates, working hours, and required access before making changes.
• Keep passwords and login PINs private. Do not reuse or share another staff member's credentials.

Open the Staff Area

1. In the Backoffice navigation drawer, expand Staff. The submenu contains four areas:
   • Profile: create and maintain staff accounts.
   • Shifts: create schedules and assign staff.
   • Payroll: review working time, pay, tips, and gratuity.
   • Permission Group's: create reusable sets of Backoffice and POS permissions.
   

Part 1: Create or Update a Staff Profile

1. Select Staff > Profile to open the staff list.
   • Use Role and Location to filter the list.
   • Use the search box to find a staff member by name, phone number, or email.
   • Review each staff member's name, contact details, role, location, and last login.
   • Use Import or Export for authorized bulk work, or select Create New Staff to add one person.
   • Select an existing staff row to open its full profile.
   
2. On an existing staff profile, review the saved information before changing it.
   • The profile summary shows identity, contact, role, tax, and address details.
   • Login Detail shows whether a Backoffice password, POS login PIN, or RFID card is configured.
   • Select Edit to update the profile.
   • Select Delete only when the staff account should be permanently removed and your business process allows it.
   
3. To add a staff member, select Create New Staff, then complete the form from top to bottom.
   • Select Location: choose the location where the account will be used.
   • Personal Details: enter the required first name, last name, and email. Add phone, date of birth, tax ID, address, and profile picture when your business requires them.
   • Login Detail: create the required Backoffice password and POS login PIN. Add an RFID card only when the location uses RFID sign-in.
   • Fields marked with an asterisk are required.
   
4. In Role Details, configure each role the staff member can use.
   • Choose the Role, such as Manager or Waiter.
   • Enter Per Hour, Extra Per Hour, and Daily Working Hours using the approved payroll values.
   • Choose the permission group that applies to that role.
   • Use the + button to add another role. Use the trash icon to remove an unwanted role row.
   • Select Save when all profile and role details are correct.
   
5. After saving, open the profile and review the Permission section. Each role appears separately; select the role row or arrow to inspect the permission group assigned to that role. A staff member with more than one role can have different access for each role.

Part 2: Create or Update Shifts

1. Select Staff > Shifts to review the schedule list.
   • Filter by location, staff, role, type, time, day, or date, or search by shift name.
   • Each row shows the shift name, location, assigned staff count, role, time, type, selected days, and date when applicable.
   • Select a shift row to edit it. Use the trash icon only when the schedule should be deleted.
   • Select Create New Shift to make a schedule.
   
2. On Create New Shift, enter a clear shift name, select the location and role, and choose the staff members assigned to it. Set the start and end time, then choose Permanent Shift for a repeating schedule or Temporary Shift for a limited schedule. Select the applicable days and then select Save.
3. To change an existing schedule, open it from the shift list. Update the shift name, location, role, assigned staff, time, shift type, or selected days, then select Save. Confirm the changes with affected staff so they know their current schedule.

Part 3: Review Payroll

1. Select Staff > Payroll to open the payroll overview.
   • Search for an employee and select one or more locations.
   • Choose the reporting period, use the arrows or calendar to move between periods, or use the date range when available.
   • Read each employee row across the weekly columns. The Total column shows the employee's total hours and amount, with tips shown separately.
   • The bottom row summarizes hours, payroll amount, and tips for each period and for the complete view.
   • N/A means that no payroll record is available for that employee and period.
   • Select Export when an authorized payroll copy is required.
   
2. Select an employee's payroll entry to open Payroll Records.
   • Use the employee, period, month, and date controls at the top to choose what to review.
   • The summary shows Total Wages, Total Tips, and Payable.
   • Review the hourly and overtime rates, working and overtime hours, card and gift-card tips, cash/card/gift-card gratuity, and total gratuity.
   • The detail table breaks records down by date, working hours, overtime, breaks, clock-in/out times, tips, and gratuity.
   • The pencil icons beside the rates indicate that authorized users can correct those values. Verify changes against approved payroll records.
   • No data means the selected employee has no detailed record for that period.
   

Part 4: Maintain Permission Groups

1. Select Staff > Permission Group's to view reusable permission groups.
   • Select a group row or its arrow to review it; use the pencil icon to edit it.
   • Use Import and Export only for approved bulk administration.
   • Select Create Permission Group to define a new access set.
   
2. Enter a clear group Name, then select each permission the role needs.
   • Permissions without (POS) generally control Backoffice areas such as Menu, Staff, Reports, Orders, Billing, Shifts, and Payroll.
   • Permissions marked (POS) control protected SalsaPOS actions such as void, reopen, transfer, floor/bar plan, device management, refund, tip editing, closing, cash in/out, wastage, and tax exemption.
   • Use Select All only when the role genuinely requires every listed capability.
   • Select Save, then return to the staff profile and assign the new group to the appropriate role.
   

Expected Result

The staff member has the correct location, login method, role, pay settings, permission group, and shift schedule. Payroll records can be reviewed for the selected employee and period. After a role or permission change, the staff member should log out of SalsaPOS and sign in again before testing access.

Troubleshooting

• Save does not complete: Check every field marked with an asterisk and correct any invalid or missing value.
• The staff member cannot sign in: Confirm the correct location, login PIN or RFID assignment, and active role. Never send a password or PIN in an unsecured message.
• A POS action is still blocked: Confirm the permission group is assigned to the role the staff member selected, then have the staff member log out and sign in again.
• A shift does not appear for a staff member: Check the shift's location, role, assigned staff, time, type, and selected days.
• Payroll is empty or shows N/A: Confirm the employee, location, period, and date selection. Payroll requires matching clock and work records.
• Payroll values look wrong: Check the role's hourly rate, extra rate, daily working hours, and the employee's clock and break records before exporting.

Common Questions

• Can one staff member be both Manager and Waiter? Yes. Add a separate role row and configure its pay and permission group independently.
• Does a permission group apply to every role automatically? No. Assign the required permission group to the relevant role on the staff profile.
• Should I use Select All for managers? Only when the manager's duties require every listed permission. The safer default is to grant only the access needed.
• Can I use Payroll as the final payroll approval? Use it as an operational record and follow your business's payroll review and approval process before payment.