Staff Management
Create staff accounts, edit details, and manage pins, passwords, and active status.
In FoodEase Office: Open this page
The View Staff page lists every employee in your restaurant. From here you create accounts, assign roles and locations, and manage login credentials (Office password and POS pin).
You need at least one of these permissions:
| Action | Permission required |
|---|---|
| View list | Create Staff, Edit Staff, or Toggle Staff |
| Create staff | Create Staff |
| Edit staff, pin, or password | Edit Staff |
| Activate / deactivate | Toggle Staff |
| Area | What it does |
|---|---|
| No. of Staff | Count of staff currently shown in the list |
| Create | Open the Create New Staff modal |
| Search Staff | Find staff by first name, last name, ID, or role |
| Inactive: Show / Hide | Include or exclude deactivated staff from the list |
| Table columns | ID, First Name, Last Name, Role, Phone Number, Revenue Center, Status, Actions |
Type in Search Staff to filter the table. Matches are checked against first name, last name, staff ID, and role name.
Use the Inactive controls at the top of the table:
| Field | Required | Description |
|---|---|---|
| Filter By Revenue Center | Yes | Revenue centre where this staff member works |
| Preparation Area | Yes | Kitchen prep station linked to the selected revenue centre (options load after you pick a centre) |
| First Name | Yes | Staff member's given name |
| Last Name | Yes | Staff member's surname |
| Email Address | Yes | Used for login; must be unique across staff |
| Phone Number | Yes | Contact number (minimum 11 digits) |
| Password | Yes | Office login password (minimum 8 characters) |
| Confirm Password | Yes | Must match Password |
| Pin | Yes | POS login pin (4 digits) |
| Select Role Name | Yes | Role that defines what this staff member can do — set up under Roles |
| Is staff a Driver? | No | Check if this employee handles delivery runs |
FoodEase checks that no other staff member already shares the same first and last name, or the same email address.
Before creating staff: set up Revenue Centres, Preparation Areas, and at least one Role.
| Field | Editable | Description |
|---|---|---|
| ID Number | No | System-assigned staff ID (read-only) |
| Filter By Revenue Center | Yes | Revenue centre assignment |
| Select Role Name | Yes | Staff role |
| First Name | Yes | Given name |
| Last Name | Yes | Surname |
| Yes | Email address | |
| User name | Yes | Login username |
| Phone Number | Yes | Contact number (minimum 11 digits) |
| Is staff a Driver? | Yes | Delivery driver flag |
You need Edit Staff permission. Password and pin are changed separately (see below).
Open Actions on a staff row and choose the action you need:
| Action | When to use | Fields |
|---|---|---|
| Edit Pin | Staff knows their current pin | Old Pin, New Pin |
| Reset Pin | Admin reset without the old pin | New Pin |
| Edit Password | Staff knows their current password | Old Password, New Password |
| Reset Password | Admin reset without the old password | New Password |
Each modal has a Save button. Use the eye icon on password and pin fields to show or hide the value while typing.
All credential actions require Edit Staff permission.
You need Toggle Staff permission. Inactive staff cannot log in but remain in the system for historical records.
| Issue | What to try |
|---|---|
| Cannot create staff | Ask your admin to grant Create Staff permission |
| "Staff with name already exists" | Use a different name combination or edit the existing record |
| "Email already exists" | Use a different email or edit the existing staff member |
| Preparation Area list is empty | Select a revenue centre first — prep areas load for that location |
| No permission message on Actions | You need Edit Staff or Toggle Staff as appropriate |
| No staff shown | Click Inactive → Show, or clear the search box |