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Employee Management

Complete guide to managing employees, roles, and permissions in SSP Manager.

Team Section

Employee management is found under the Team section in the sidebar, labeled Employees.

Overview​

SSP Manager's employee management system helps you:

  • Invite team members by email to join your location
  • Assign roles to control what each employee can access
  • Create custom roles with specific permissions
  • Manage employee status (Active, On Leave, Terminated)
  • Configure individual permissions beyond role defaults
  • Remove employees who no longer work at your location

Accessing Employee Management​

Navigation Path: [Your Location] → Team → Employees

Step-by-Step Access​

  1. Navigate to your restaurant location
  2. In the sidebar, open the Team section
  3. Click Employees

This opens the User Management page showing all users at your location.

The User Management Page​

The User Management page displays a table with a search bar and action buttons.

Search Bar: Type to search users by name, email, or role using the placeholder "Search users by name, email or role...".

Table Columns:

ColumnDescription
#Row number
IDUser ID number
UserAvatar, name, and email. Shows "(You)" next to your own account
RolesBadge(s) showing all assigned roles
StatusBadge showing Active, On Leave, or Terminated
PermissionsGear icon button to manage individual permissions
ActionsThe ⋯ button (three dots side by side) at the end of the row. It opens a small menu with Edit User, Reset PIN and Delete User, each shown only if you have the permission for it. On your own row the menu has just Reset my PIN

Top-Right Buttons:

  • Manage Custom Roles (shield icon) — Create and manage custom roles
  • Invite Team Member — Invite a new employee to your location

Inviting a New Employee​

To invite a team member to your location:

  1. On the User Management page, click the Invite Team Member button (top right)
  2. This will navigate you to the invitation interface where you can send invitations to new employees
  3. Follow the prompts to enter the employee's information and send the invitation
info

The invitation process allows you to assign roles and permissions based on your own permission level.

Available System Roles​

RoleDescription
Organization AdminFull access to all features across the organization
Chain ManagerManages multiple locations within a chain
Location ManagerFull access to a specific location's settings and features
Floor ManagerManages front-of-house operations and staff
CashierHandles transactions and payments
Wait StaffTakes orders and serves customers
Kitchen StaffManages kitchen operations and order preparation
AccountingAccess to financial reports and tax data

Viewing Pending Invitations​

To see invitations that haven't been accepted yet:

  1. In the sidebar under Team, click Invitations
  2. View the list of pending invitations with their status

Editing an Employee​

To update an employee's roles, status, or assignments:

  1. On the User Management page, find the employee in the table
  2. Click the ⋯ button at the end of their row
  3. Choose Edit User to open the Edit Member panel with these fields:
    • Email — Shown but not editable (read-only)
    • Collections — Multi-select to assign the employee to collections (if you have permission)
    • Locations — Multi-select to assign the employee to locations (if you have permission)
    • Role — Multi-select to assign one or more roles (if you have permission)
    • Status — Dropdown to set the employee's status:
      • Active — Currently employed and working
      • On Leave — Temporarily away
      • Terminated — No longer employed
  4. Click Save Changes to apply

To cancel, click Cancel or close the panel.

note

You cannot edit or delete your own account from this page. The only action on your own row is Reset my PIN (see Resetting a PIN).

Removing an Employee​

To permanently remove an employee from your location:

  1. On the User Management page, find the employee in the table
  2. Click the ⋯ button at the end of their row
  3. Choose Delete User (shown in red)
  4. A confirmation dialog appears: "Do you want to delete this user? This action cannot be undone. This will permanently delete this item."
  5. Click Delete to confirm, or Cancel to keep the employee
warning

Deleting a user is permanent and cannot be undone.

Resetting a PIN​

Team members use a PIN to sign in on shared devices (Waiter, Kitchen, the POS) and to clock in. When a PIN is forgotten or may have been seen by someone else, reset it. SSP creates the new PIN and emails it. Nobody chooses it, and the old PIN stops working straight away.

Resetting a team member's PIN​

You need the permission to manage team members' PINs, and you can only reset the PIN of someone whose role is below yours.

  1. On the User Management page, find the team member in the table
  2. Click the ⋯ button at the end of their row
  3. Choose Reset PIN
  4. Confirm with Reset PIN

The new PIN is emailed to them. If it can't be emailed (their email address isn't verified, or the email didn't send), the new PIN is shown to you once so you can give it to them in person. It won't be shown again after you close the dialog.

Resetting your own PIN​

Everyone can reset their own PIN, whatever their role.

  1. On the User Management page, find your own row (marked (You))
  2. Click the ⋯ button at the end of your row
  3. Choose Reset my PIN
  4. Confirm with Reset PIN

Your new PIN is emailed to you and is never shown on screen. So:

  • Your email address must be verified. If it isn't, you'll be asked to verify it first. Or ask a manager to reset your PIN for you.
  • You can't reset it again right away. If you just did, wait a few minutes before asking for another one.

Managing Permissions​

Each employee's permissions are determined by their assigned role(s), but you can override specific permissions individually.

Viewing/Editing Permissions​

  1. On the User Management page, find the employee in the table
  2. Click the gear icon in the Permissions column
  3. The Manage User Permissions dialog opens, showing:
    • Inherited permissions — Permissions that come from the employee's role(s)
    • Custom permissions — Overrides you've set for this specific employee
  4. Toggle individual permissions on or off as needed
  5. Click Save Changes to apply, or Reset Changes to undo your modifications

Managing Custom Roles​

You can create custom roles with specific permissions beyond the default system roles.

Viewing Custom Roles​

  1. On the User Management page, click Manage Custom Roles (shield icon, top right)
  2. The Manage Custom Roles panel slides open showing a table of custom roles with columns:
    • Display Name — Role name with color indicator
    • Base Role — The system role this custom role is based on
    • Permissions — Count of assigned permissions
    • Privilege Level — Automatically calculated privilege level
    • Actions — The ⋮ button (three dots stacked) on the role row, with Edit Role and Delete Role

Creating a Custom Role​

  1. In the Manage Custom Roles panel, click Create Role (+ icon)
  2. Fill in the role details:
    • Display Name (required) — A descriptive name (e.g., "Senior Waiter", "Head Chef")
    • Description — Free text describing the role's purpose
    • Base Role — Click the Select a base role to inherit permissions dropdown button and choose which system role this custom role inherits from
    • Color — Click the Indigo dropdown button to choose a color for the role badge
    • Icon — Click the Shield dropdown button to choose an icon for the role
    • Permissions (required) — Click the Select Permissions button to open the permissions selection interface where you can search and toggle specific permissions
  3. Click Create Role to save

Editing a Custom Role​

  1. In the Manage Custom Roles panel, click the edit action for the role row
  2. Modify the fields as needed using the same dropdown buttons and selection interfaces described above
  3. Click Update Role to save

Deleting a Custom Role​

  1. In the Manage Custom Roles panel, click the delete action for the role row
  2. Confirm the deletion

Best Practices​

Role Assignment​

  • Use the principle of least privilege — Assign the minimum role needed for each employee's duties
  • Use custom roles for employees who need a specific set of permissions that don't match any default role
  • Review roles regularly — As employees change positions, update their roles accordingly

Employee Lifecycle​

  • Set status to "On Leave" for temporarily absent employees instead of deleting them
  • Set status to "Terminated" before deleting to maintain a record
  • Remove access promptly when an employee leaves

Frequently Asked Questions​

Can an employee have multiple roles?​

Yes. In the Edit Member panel, the Role field supports multi-select, so you can assign multiple roles to one employee.

What happens when I terminate an employee?​

Setting status to "Terminated" does not remove the employee from the system. They will no longer be able to access the location, but their record remains for audit purposes.

Can I re-invite a deleted employee?​

Yes. If you delete an employee, you can send a new invitation to their email address.

Can I reset my own PIN?​

Yes. Every role can: click ⋯ on your own row and choose Reset my PIN. The new PIN is emailed to your verified email address. See Resetting your own PIN.

Who can invite new employees?​

Only users with the CreateInvitation permission can invite new team members. This is typically available to Location Managers, Chain Managers, and Organization Admins.