Adding/Editing POS Operators (via the Core System)

• Adding a POS Operator (via the Core System)
• Importing .csv File of POS Operators
  • About Importing .csv File of POS Operators
  • Entering POS Operator Details in the .csv Template
  • Importing the Populated .csv File
• Editing an Existing POS Operator
• Removing a POS Operator
  • Restoring POS Operators that were Removed
• Exporting a List of POS Operators
• MealSuite Support Task: Adjusting Timeout Settings for a POS Operator
• POS Operator Import Template

Adding a POS Operator (via the Core System)

A POS operator (aka POS user) has the ability to use the POS devices set up for its account. To set up a POS operator/user for an account, complete the following steps:

1. In the Core System, select Point of Sale > Operators. The Operators listing screen appears, listing existing operators and their assigned permissions. 
   
   
    
2. Click the Add Operator button. The Add Operator slide-out panel appears. 
    
3. Enter the following information:
   • First Name
   • Last name
   • Staff number
      
4. Assign the operator their required permissions:
   • Can approve void (a void is an item fired to the kitchen but now needs to be removed from ticket/order)
   • Can approve discount
   • Can approve refund (after paying)
   • Can view POS dashboard in POS manager - allows the POS operator the ability to view the POS Dashboard screen via the POS manager module. The POS Dashboard screen provides a visual real-time display of net sales, order counts, and diner activity, which is ideal for managers needing a current overview of operators. 
   • Can assign tables - this option gives the POS operator the ability to tables to themselves and other POS operators. See POS Dining Room - Assigning Servers to Tables for more information on table assignment, and specific instructions on assigning tables.
      
5. If it is required to have the operator change their PIN on their next login, select the Staff required to create PIN on next login check box. This is usually for situations in which a new staff member is being onboarded, or if a staff member forgot their PIN, and you would like them to use their own PIN rather than the PIN you provide them below via the PIN code field.
   
   Note: After the operator changes their PIN on their next login, the Staff required to create PIN on next login check box automatically clears.
    
6. In the Operator ID (4-6 Digits) field, enter a unique operator ID consisting of four to six digits. The operator will use this operator ID each time they log into POS.
    
7. In the PIN Code (4-6 digits) field, enter a PIN consisting of four to six digits. The operator will use this PIN code each time they log into POS.
   
   Note: If the Operator ID and the PIN Code are the same number, the operator will be logged into POS after entering the Operator ID only.
    
8. The Associated User for POS Manager Tools drop-down allows you to give a POS operator access to the POS Manager module; for more information, see the following article: Giving a POS Operator Access to the POS Manager.
    
9. Click Save to apply your changes. You are returned to the Operators listing screen, where the newly-added operator and their assigned permissions appears.
   
   
   
   Note: The operator has the ability to change their PIN on the POS front-end. If so, then the PIN Code field automatically updates with the operator-created PIN.  

Importing .csv File of POS Operators

About Importing .csv File of POS Operators

You can import POS operators members via a .csv file. To aid with this import process, a .csv template with sample data is available at the bottom of this article that you can download and populate with POS operator details. 

It is important to note that the import of this file does not change existing POS operators. Please ensure you review your POS operator import details and do not include any existing POS operators, as this will cause a duplicate POS operator in the system.

Entering POS Operator Details in the .csv Template

The .csv template consists of the following columns to enter POS operator details.

• First Name
• Last Name
• Employee Number*
• Pin Code - 4 to 6 Digits*
• Operator ID*
• Require PIN change on first login (TRUE or FALSE)
• Can Approved Void (TRUE or FALSE)
• Can Approve Discount (TRUE or FALSE)
• Can Approve Refunds (TRUE or FALSE)
• Can Assign Tables (TRUE or FALSE)

*Warning: Ensure there are no leading zeros in the number (i.e., 1234 instead of 01234), and ensure there are no spaces before and after the number. 

Importing the Populated .csv File

After the .csv file is populated with the POS operator details, complete the following steps to import the .csv file: 

1. In the Core System, select Point of Sale > Operators. The Operators listing screen appears.
2. Click the Import Operators button and follow the onscreen steps to import the file. 
3. After the import process is complete, the imported POS operators appear onscreen.

Editing an Existing POS Operator

You can edit an existing POS operator, such as changing their permissions, their operator ID and their PIN code. To do so, complete the following steps:  

1. In the Core System, select Point of Sale > Operators. The Operators listing screen appears, listing existing operators and their assigned permissions. 
   
   
    
2. For the operator you want to edit, click the gear icon in the Actions column and select Edit. The Edit Operator slide-out panel appears. 
    
3. Make your changes as needed.
    
4. Click Save to apply your changes.

Removing a POS Operator

To remove a POS operator, you will delete their profile. To do so, complete the following steps:

1. In the Core System, select Point of Sale > Operators. The Operators listing screen appears, listing existing operators and their assigned permissions. 
   
   
    
2. For the operator you want to delete, click the gear icon in the Actions column and select Delete. A confirmation message appears. 
    
3. Click Delete to the confirmation messages. The POS operator is removed. 

Restoring POS Operator that were Removed

POS operator profiles that were removed from the system can be restored to the system. To do so, complete the following steps:

1. In the Core System, select Point of Sale > Operators. The Operators listing screen appears, listing existing operators and their assigned permissions. 
   
   
    
2. Click the Restore Deleted Operators button. A confirmation message appears asking if you want to restore all deleted operators. 
    
3. Click Restore to the confirmation message. The operator profiles are restored and appear on the Operators listing screen. 

Exporting a List of POS Operators

You can export a list of your current POS operators and their permissions to an Excel® spreadsheet. To do so:

1. In the Core System, select Point of Sale > Operators. The Operators listing screen appears.
2. Click the Export Operators button. The onscreen list of operators and their permissions is downloaded.
   Note: If you are a parent facility, then the exported files includes operators from all your child facilities. 

MealSuite Support Task: Adjusting Timeout Settings for a POS Operator

The timeout settings for a POS operator determine how long the screen displays without user activity before automatically signing out the user. 

The timeout settings for a POS operator can only be set by MealSuite Support. Please open a support chat and ask for a live agent to adjust the timeout settings for a POS operator. If you are MealSuite Support, you can set the timeout settings via the Automatically logout users after X seconds setting in a POS Location.

POS Operator Import Template