Choose the right setup path
Most owners should decide whether they are setting up a person, a shared service device, or both before sending staff into the flow.
- Use Team Access when a person needs permission to work in the restaurant account.
- Use QR setup when a staff member is setting up the phone or tablet they will use during service.
- Use trusted-device and team PIN flows only for devices the restaurant controls or has approved for service.
- Do not share the owner account as a shortcut; add the person or device with the lowest access level that supports the job.
Role quick reference
Role names should map to what the person needs to do in service, not job titles alone.
- Staff: normal service work such as viewing assigned restaurant tools, taking orders, and helping tables where enabled.
- Manager: elevated service actions such as voids, comps, refunds, closing sessions, or protected approvals when enabled.
- Admin: sensitive restaurant settings, team access, PIN/device administration, and business-level setup.
- Owner: account ownership, billing, high-trust business settings, and final responsibility for restaurant access.
Open Team Access
Staff access and service-device setup are managed from the active restaurant account. Public docs can explain the path, but the setup action itself requires a signed-in owner or admin.
- Sign in with an account that has owner or admin access to the restaurant.
- Open the correct business profile, then go to Settings and choose Team Access.
- If Team Access asks you to choose a business profile first, switch from the personal account to the restaurant you manage.
Fast QR setup
The fastest path for service teams is the QR device setup flow. An owner or admin chooses the restaurant, selects the staff permission level, and generates a short-lived QR code for the device that will be used during service.
- Choose the staff, manager, or admin level before generating the QR so the device cannot grant itself more access later.
- Have the staff member scan the QR on the phone or tablet they will use for restaurant operations.
- The QR path links that device to the restaurant account context and starts the trusted-device setup.
Set the team PIN
After the QR is scanned, the staff member completes device setup by entering their name, email, and a 4-digit team PIN. The PIN is used for quick sign-in on linked restaurant devices.
- Use a PIN the staff member can remember during a busy shift but should not share with other staff.
- Complete any email or verification step shown during setup before relying on the device for service.
- If a PIN is forgotten, use the recovery flow or have an owner/admin help reset access instead of sharing another person’s PIN.
Choose permission levels carefully
Permission levels should match what the staff member actually needs to do in the restaurant.
- Use staff access for normal menu, table, and order service work.
- Use manager access only for people who should have elevated service actions such as refunds, voids, comps, closing sessions, or drawer-related controls when enabled.
- Use admin access only for people who should manage sensitive restaurant settings, team access, and PIN administration.
- Assign the lowest access level that supports the job, then adjust later if the role changes.
Quick sign-in during service
Once a device is linked, staff can return to the restaurant context with the team PIN instead of running a full sign-in flow every time. This is designed for busy restaurant operations where staff need to get back to tables quickly.
- Use trusted-device sign-in only on devices the restaurant controls or approves for service.
- Lock or sign out of the staff device when it is not being actively used.
- Remove team access or revoke trusted devices when a staff member leaves, a device is lost, or a device should no longer access the restaurant account.
Manage access after setup
Team Access is also where restaurant admins keep staff access, QR-linked devices, and pending setup current after the first setup is complete.
- Review active members, linked devices, and pending setup before generating a new QR.
- Remove access when someone leaves the business or no longer needs restaurant tools.
- Owner access is special; transfer ownership before changing the owner role.
- Use trusted device and team PIN flows only for staff devices that should be allowed to sign in quickly during service.