Manage your team
Add staff, choose their role, set PINs for the cashier apps, plan shifts and follow attendance.
Everyone who works with Bakasir has their own account, with a role that decides what they can see and do. In this tutorial you add a team member and give them access to the register. It takes about 4 minutes.
Before you start
- You are signed in to the Business Portal as an Owner or Manager. A Manager can only manage accounts with the Staff role.
- You know the person's email address. It becomes their login.
- Your plan limits how many staff each outlet can have. Bakasir tells you when the limit is reached.
Steps
Open the staff list
Click Staff → Staff List. The cards at the top show Total Staff, Active and Inactive. Search by name or filter by role.
Click New Staff
Click New Staff at the top right.
Enter the person's details
Fill in Full Name, Email and Phone, and choose their Locale (language).
Choose store access and role
In Store Access, pick the outlet where this person works. In Role, choose Staff for cashiers, Manager for supervisors, or Owner. The roles are explained below.
Assign a working shift
If you use shifts, pick one in Working Shift. You create shifts in Staff → Working Shift.
Set the first password
Under Security, open Initial Password. Choose Set Password Now and type a password to give to the person. Or choose Send Login Credential: no password is set, and the person chooses their own with Forgot password on the login page.
Save the member
Make sure Active is on, then click Submit. The person can now sign in to the Business Portal with their email.
Set the PIN for the cashier apps
On the member's row, open the actions menu and choose Set operator PIN. Enter a New PIN (6 to 12 digits) and save. The Desktop and Android apps use this PIN to sign the person in at the register. It is separate from their password.
Roles and what they can do
Bakasir has three roles. They are fixed, so you do not need to set permissions one by one.
| Area | Owner | Manager | Staff (cashier) |
|---|---|---|---|
| Dashboard and Reports | Full | Full | No access |
| POS and sales | Full | Full | Sell. Own sales only in the list |
| Void, refund, manual discount | Full | Full | Needs a Manager or Owner to approve |
| Products and customers | Full | Full | View products, add customers |
| Inventory | Full | Full | View only |
| Purchase and expenses | Full | Full | No access |
| Staff | Full | Staff-role accounts only | No access |
| Settings | Full | View only | No access |
| Plugins and billing | Full | No access | No access |
Approval at the register
When a cashier wants a manual discount, a void or a refund, a Manager or Owner must approve it. On the Web POS the Manager enters their Manager Approval PIN, which each Owner and Manager sets for themselves in the user menu under Profile > Approval PIN. On the Desktop and Android apps the request reaches the Manager as a notification with Approve and Decline.
Working shifts and attendance
- Staff → Working Shift lists the shifts of your team. Click Add Shift and set the Shift Name, Start Time, End Time, the break and the Grace Period. Turn on Night Shift for shifts that cross midnight.
- Staff → Attendance shows a monthly grid for each team member. Statuses are Present, Absent, Late, Half Day, On Leave, Holiday, Day Off and Work from home.
- Owners and Managers click Mark attendance to set the status of a day. Owners and Managers can use Clock In and Clock Out in the My shift card. Cashiers clock in and out from the Desktop and Android apps.
If the HRM extension is active, the Staff menu is replaced by the HRM menu, which adds leave, holidays, payroll and recruitment. See Team and HRM.
Badge cards
For the Desktop cashier app, you can give a team member an RFID or NFC card. Open the member with Edit, find Badge card (RFID/NFC), tap the card on a USB reader or type its number, press Enter and click Save badge. A card number can belong to one person only.
Change, pause or remove a member
- Open Edit to change the role, store, shift or details.
- Turn off Active to pause an account without deleting it.
- Delete removes the account. The person loses portal and POS access immediately, and you type the name to confirm. The Owner account cannot be deleted.
Protect your accounts
In Settings → Security, turn on Enforce 2FA for staff so that every user must set up two-factor authentication. Each person can also add a passkey, and see or revoke the devices that are signed in.
Tips
- One PIN, one person. Operator PINs must be different for each person in your business.
- PIN and password are separate. Changing a PIN does not change the password, and the other way around.
- Pick the smallest role. Give the Manager role only to people who must approve discounts and see reports.
Next steps
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