Key points
- Give each person the access their job and outlet need, and nothing more. Don't lend out the owner account.
- Each staff member has their own login and role. Owner, Cashier, and Kitchen staff access come with every plan.
- Set up access before someone's first shift, and remove it on their last day.
- Staff clock in and out on their own phone with a selfie that's matched to their registered face. For roles that require a location check, their location is matched to the outlet where they work.
Picture this: you just opened your second outlet. To save time, every cashier logs in to the app with your owner account. That means every cashier can open the gross profit report for both outlets and change the menu catalog. Then one cashier quits, and they still know how to log in to that account.
There's a cleaner way to set this up: each staff member gets their own access, based on their job and the outlet where they work.
The rule: only the access each job needs
Each person gets the access their job and their outlet require, and nothing more.
A cashier needs to take orders and payments. Kitchen staff need to see the orders they have to cook. Neither of them needs the gross profit report for every outlet, or the menu catalog settings.
The fewer people who can change the menu and stock, the smaller the chance that something changes by accident. Your sales and profit numbers don't need to be in front of everyone, either. And when someone leaves, you remove that one person's access while everyone else keeps working as usual.
Note: Don't lend out the owner account, even to the staff member you trust most. The owner account opens every outlet, every report, and every attendance record.
Giving each person their own access is easier to start while your team is still small, before the next outlet opens.
Roles in Kazeer
In Kazeer, staff access is set by task and by outlet. Each staff member has their own login with a role. Owner, Cashier, and Kitchen staff access come with every plan, including the Free plan.
| Role | What they do |
|---|
| Owner | You. See every outlet and its reports in one account, set staff access, and see attendance records. |
| Cashier | Take Dine-in or Takeaway orders, accept cash, QRIS, or card, and print receipts. |
| Kitchen staff | Read the orders sent to the kitchen. |
| Store admin (manager), Waiter, Accountant | Other roles for your staff. Ask the Kazeer team which features each role can use. |
The cashier and the kitchen read the same order, so nobody has to copy orders onto paper for the kitchen. The full flow is in our article on getting orders from the POS to the kitchen.
Table order isn't a staff role. With table order, guests scan the QR code on their table and order by themselves.
Choose a role based on what the person does every day, not on how long they've worked for you or how much you trust them. A cashier who has been with you for three years still only needs the Cashier role if their job is at the register.
Decide who works at which outlet
Once you have more than one outlet, roles alone aren't enough. You also set the outlet where each person works. Each team then works within the outlet and the access you give them.
Say you have three outlets. You could split it up like this:
| Staff | Role | Outlet |
|---|
| You | Owner | All outlets |
| Rina | Cashier | Kaliurang outlet |
| Dimas | Kitchen staff | Seturan outlet |
| Sari | Cashier | Malioboro outlet |
Rina takes orders at Kaliurang, Dimas reads the orders coming into the Seturan kitchen, and Sari takes payments at Malioboro. You track all three outlets from one account, and one report covers them all. Kazeer plan prices are per outlet, and the more outlets you have, the bigger the discount. Ask the Kazeer team for the price for three outlets.
Once a month, check the access settings in Kazeer against the schedule your team actually works: who still works for you, at which outlet, and in what role. Access settings easily fall behind whenever someone moves or leaves.
You can see an example of access by outlet in the Multi-outlet section.
New staff, moves, and departures
Three moments change someone's access: when they start, when they move to another outlet, and when they leave.
First day
- Decide their role and the outlet where they'll work.
- Set up their access in Kazeer before their first shift, not while customers are already lining up.
- Have them register their face, then try clocking in from their own phone at the outlet while you or a coworker is nearby to help.
- Give them time to practice before they work a rush alone.
Moving to another outlet
Access is set per outlet. If you move someone to another outlet, update their outlet in Kazeer before their first shift there. If their role requires a location check, their clock-in location is matched to that outlet, so without this update, their clock-in at the new outlet will fail.
Last day
Remove their access on their last day of work, not next week when you get around to it. Access you haven't removed can still be used, even by someone who no longer works for you.
While you're at it, take care of what sits outside the app: keys to the outlet and the cash drawer, the work WhatsApp group, and any passwords they had, like the outlet's Wi-Fi.
If someone quits without notice, remove their access as soon as you find out.
Attendance with a selfie
In Kazeer, staff clock in and out on their own phone with a selfie that's matched to the face they registered with a few photos, with their consent. If their role requires a location check, their location is also matched to the outlet where they work, and the clock-in fails if it doesn't match. In the app, only the owner sees the attendance records, including the selfies and locations.
Anyone can sign a paper attendance book at the register, including for a friend who hasn't shown up yet. A selfie shows the face of the person clocking in. And if you run several outlets, staff at every outlet clock in the same way, each on their own phone.
To keep attendance consistent across your outlets:
- On day one, explain that attendance uses a selfie and their location, and when to clock in and out. For example, clock in as soon as they arrive at the outlet, before starting work, and clock out when the shift ends, before leaving.
- Write your own rules on lateness and shift swaps, and share them in the same words at every outlet.
- Agree on what to do if someone's phone acts up or their clock-in fails, such as messaging you right away.
Train staff before the rush
The right access won't help much if your staff aren't comfortable with the app yet.
Staff training is included in Standard Monthly and Standard Annual, not in the Free plan. If you're about to open a new outlet, or several new people are starting at once, ask the Kazeer team about it.
A simple way to train: have a new hire shadow an experienced coworker for one shift before taking on the job alone. They see how that outlet works, then try it themselves with someone ready to help.
Before a new cashier works a rush alone, make sure they can:
- Take Dine-in orders by table, and Takeaway orders.
- Accept cash, QRIS, and card, and check that the payment is recorded on the same order.
- Print a receipt from the POS app, if your outlet uses a receipt printer.
- Read order statuses in the app, such as Unpaid, Waiting, Cooking, and Done.
- Clock in and out with a selfie from their phone.
For kitchen staff, practice reading the orders that come into the kitchen and their statuses.
If anyone gets stuck mid-shift, contact Kazeer's customer support, which comes with every plan: WhatsApp 24/7, answered by the team daily from 09:00 to 21:00 WIB.