This form allows you to enter/edit the specific details for POS Staff members including staff name, password and POS privileges. If you have purchased the Polygon Payroll add-on module this form can be used to link POS Staff to their Employee Details in Polygon Back Office which enables payroll features including generation of payslips using clock on/off times.
From Polygon POS Management, Select Accounts from the main menu, then select POS Staff Accounts, or , Select the POS Staff icon from the toolbar, then either, Click the New button to add a new Staff Member, or, Highlight an existing POS Staff Member and click the Change button to modify the selected Staff Member.
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When creating a new POS User account there are three key steps to follow:
1. Complete the General Tab (Full name, User name, POS Location Assignment and Polygon Payroll if applicable).
2a. For Legacy POS - Assign appropriate privileges in the Privileges Tab
2b. For Polygon POS - Assign a Security Role
3. Assign password
These steps are described in more detail below:
•Enter staff member's Full Name; •Enter the User Name (POS name) of the staff member - This is the name that will appear on the POS Terminal/s at the front-of-house. •The Active tick box indicates whether this staff member should be accessible at the POS terminals. If you un-tick this setting this POS User Account will become inactive and will not be accessible at the POS Terminals (once an update has been sent). Staff members can be re-activated later by re-ticking this tick box. •(Multi-location Users Only) Use the browse button •Polygon POS users only - Use the browse button
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, at the end of the POS Location Assignment box to choose the location/s where this staff member will work.
Staff privileges are assigned from the Privileges tab by ticking a privilege to grant it or un-ticking it to deny it. The available privileges are described below. All privileges can be granted to a user by clicking the Grant All button. The Deny All button will deny all privileges for this user.
Master Terminal Reset (Closing Procedure) Reset Master Terminal (POS Manager) Enables the staff member to perform the Z-Read (reset sales) function at the end of a trading period. There are a number of associated functions at FOH which are password protected and may only be accessed by a staff member with this privilege enabled. See section FOH > Closing Procedure - Reconciling and Resetting the Terminal for more information about resetting the master terminal.
Reset Timesheets Enables the staff member to reset and/or change the Clock On/Off shift entries recorded by FOH staff. The Reset Master Terminal privilege (above) must also be ticked in order enable this privilege. See Also: FOH > Staff Clock On/Clock Off Polygon Back Office > Polygon Payroll
Clock On/Off access only If you have purchased the Polygon Payroll module, this option is designed for particular staff members who will only be using the POS Terminal to clock on and clock off. They will not be using the POS terminal to enter sales. Enabling this option will effectively deny the user access to the menu keypads, and disable all privileges other than Clocking On/Off.
Record Access (POS terminal operation related) Edit Finalised Sales This privilege enables the staff member to recall a sale that has already been finalised, from the Sales History file at FOH within the current trading period.
Delete Saved Items This privilege enables the staff member to delete individual items saved to an active transaction or table number.
Clear Sales This privilege enables the staff member to clear or ‘void’ a whole sale (active or finalised). In other words, the ability to process a refund or cancel a processed order.
Finalise to Client Account This privilege enables the staff member to finalise a sale with a client account charge. See Also: Polygon POS Management Terminal Settings > Security > Password Protect Management & Account Charges
Finalise to Management Account This privilege enables the staff member to finalise a sale with a management account charge. Note: Management account charges can also be password protected by ticking the Password Protect Management Account Charges tick box in the Polygon POS Management Location Settings > Security section .
Enables the staff member to access to function buttons New From, Delete, Move and Edit, on the Table Map at the POS Terminal. See Also: Floorplan Keypads.
Set Sale Balance Limits Allows staff member access to use Set Sale Balance Limit keypad button if one has been created. This function allows a staff member to specify that the account for a certain table must not exceed a specific dollar value. See Also: Keypad Button Details > Other Keys.
Add On Modules (Module related) Delivery Driver For users of the Delivery Module. Assigning this privilege to a staff member allows the staff member to be assigned to delivery orders as a driver. Note: The Delivery module is included by default in the POS Management system.
EFT Manager This function is only available if you have purchased the Polygon Payments Interface module. This enables the staff member to access the EFTPOS Control Panel, process tips and settle the EFTPOS transactions.
Identifies the staff member as one who may assign cash drawers to staff and finalise drawers at the end of shift. Note: If this tick box is unavailable it can be enabled by going to Polygon POS Management > Application Settings > Z-Read General and ticking the Enable Cash Drawer Management(Dual Cash Drawers) tick box.
Miscellaneous (Supervisor/management privileges) Set POS PLU Levels Enables the staff member to access the Set POS PLU Levels keypad button if one has been created, allowing them to set countdown levels for particular PLUs. See Also: Keypad Button Details > Other Keys > Set POS PLU Levels
Enables the staff member to change the price levels (1 – 5) using pre-programmed Price Level Change keypad buttons. See Also: Keypad Button Details > Other Keys
PLU Price Override Enables the staff member to change the PLU to any other price using pre-programmed Price Override keypad buttons. See Also: Keypad Button Details > Other Keys.
Exit Terminal Enables the staff member to close and exit the Polygon POS Terminal at the end of a trading period. To use this restriction, Exiting the application must be password protected by ticking the Polygon POS Management Location Settings > Security > Password Protect The Application Exit Button setting.
Open Cash Drawer This privilege enables the staff member to use the No Sale button at the front of house. Note: This privilege only has an effect when the Application & Location Settings Enforce User Privileges On "No Sale" button are enabled and the Location Setting: Password Protect the "No Sale" Button, is also enabled. If these settings are disabled, any staff member will be able to use the No Sale button.
See Also: Polygon POS Management Application Settings > Security > Enforce Privileges On No Sale Button Polygon POS Management > POS Terminal Settings > Security
Reassign Master Terminal When enabling a temporary Master terminal due to system failure, a ‘Supervisor Password’ will be needed to continue trading on the temporary master. This privilege will give the staff member authority to enable Terminal Recovery. Note: This option should only be enabled for the POS users who fully understand the steps outlined in section FOH > Terminal Recovery Procedure.
These are ‘supervisor’ type functions that you may wish to give only to specific staff members.
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Each staff member must register a password which will allow them to access functions on the terminal which you have chosen to password protect. Please note that passwords must be NUMERIC and each staff member must have a different password. Click the Change Password button and the POS Staff Password Details window will be displayed.
When a staff member is entering a password for the first time, tab past the Current Password box and type the password in both the New Password and Confirmation boxes. If a password is being changed, complete all three boxes, confirming the New password.
Handy Hint: It is recommended that you keep a record of all passwords in a safe and secure location. If staff members forget or wish to change their password you will need their current password.
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See Also:
Getting Started with Polygon POS Management
Polygon POS Management > POS Staff Accounts
Polygon POS Management > Enabling the Bundy Clock Feature
Polygon Payroll > Employees File