What this is for
Every restaurant starts with one account: yours. It can do everything — take orders, refund, change the menu, see reports. That is fine until other people start using the tablet.
Adding staff gives each person their own login and their own limits. A server takes orders and payments. A cashier can also discount and void an item. Only a manager refunds. Every action is recorded under the name of whoever did it, so your reports show who did what.
You can add up to 5 staff members per location. Delivery drivers are separate and do not count toward that limit.
Staff are not dashboard users
Dinevate has two different things that both look like "adding a user":
- Ordering Settings → Employees — the people who work on your tablet. This guide.
- Settings → Team — the people who help you run the dashboard on dinevate.com (a bookkeeper, a marketing manager). Team members can sign in to the website only.
A Team member cannot sign in to the Dinevate Order Manager tablet app. If you create one and try, the app tells you to use a staff login instead. To give someone tablet access, add them under Employees.
Add a staff member
- Log in to dinevate.com.
- Open your Merchant Dashboard.
- Go to Ordering Settings → Employees.
- Click Add, then choose Staff Member.
- Fill in:
- Name — what appears on the tablet and in reports.
- Email and Password — what they sign in to the tablet with. Use their own email; the password must be at least 6 characters.
- Role — Server, Cashier, Manager, or Admin. This fills in their permissions for you.
- Click Add Employee.
Give them those sign-in details and they can open the Dinevate Order Manager app on any tablet and start working. You never have to hand out your own account.
Multi-location: staff belong to one location. Add them again at each location where they work. Each login belongs to one person — do not share one across a team, or your reports stop meaning anything.
What each role can do
The role is a starting point. Every permission underneath it can be switched on or off individually.
- Server — take, edit and fulfill orders, take payment, split checks, transfer tables, 86 items. No refunds.
- Cashier — everything a Server can do, plus discounts, upcharges, tip adjustments, the cash drawer, item voids, and customer/loyalty edits. No refunds.
- Manager — full operations: refunds, voids, price overrides, reports, tables, delivery dispatch. Cannot manage employees, POS settings, or edit the menu.
- Admin — everything, including managing employees, POS settings, and the menu.
To change one thing without changing the role, open the staff member and expand Advanced permissions. The switches are grouped: Orders & service, Payments & cash, Menu & pricing, Customers & loyalty, Delivery, Management. Once you change any switch, they show a Customized badge.
Example: take refunds away from your cashiers
- Ordering Settings → Employees.
- Open the staff member.
- Set the role to Cashier (Cashier has no refund permission by default).
- Expand Advanced permissions and confirm Refund orders is off.
- Save.
Do the same for everyone who works the register, and give Manager to whoever should be able to refund. When a refund is genuinely needed, that person signs in and does it.
What permissions actually change
Two things happen at once:
- Buttons disappear. Someone without the refund permission never sees the REFUND button on an order. Same for upcharges, discounts, price overrides, reports, and so on.
- The request is refused. Even if a button were reached another way, Dinevate checks that person's permissions on the server and rejects the action. Hiding the button is not the only protection.
Editing an order follows the money. If an edit sends money back to the customer — removing an item that was already paid for — that needs the refund permission too, whichever screen it happens on.
Everyday tasks
Change someone's password — open them, type a new password, save. Leave the field blank to keep the current one.
Change their email — open them, edit the email, save. They sign in with the new address from then on.
Change someone's role — open them, pick the new role, save. Picking a role resets the permissions to that role's defaults, so re-apply any custom switches afterwards.
Remove someone — click the trash icon on their card. This deletes their login immediately. Past orders and reports keep their name.
End of a shift — they log out from the tablet (the round avatar in the left sidebar, or "Send to kitchen & log out" when finishing a last order), and the next person signs in with their own details.
Troubleshooting
"Unauthorized" when signing in to the tablet. The account being used is not a tablet account. Dashboard Team members and internal accounts cannot sign in to the tablet app. Add the person under Ordering Settings → Employees and give them those details instead.
They cannot sign in with the details you gave them. Check the email on their card in the dashboard, and set a fresh password — passwords are never shown back to you, so re-setting one is the quickest fix.
A button is missing that should be there. Check their advanced permissions rather than the role name — a switch may have been turned off individually. Permission changes reach a signed-in tablet on its next refresh; if in doubt, have them log out and back in.
Two people are sharing one login. Give the second person their own. Otherwise both sets of orders, tips and refunds land under one name in your reports.
Questions
Email info@dinevate.com or open a case from Support in your dashboard. Include the location name and the staff member's name, and we can see exactly what their permissions are.