Discovery + configuration
At onboarding we hold a 30-60 minute conversation about who does what in the venue — waiters by zones, cooks by stations, cashiers by POS. From the conversation we build the role map and configure them.
🔐 For manager · owner · IT lead
Which user roles exist?
Any role you need — from the 5 standard presets (administrator, shift manager, cashier, waiter, cook) to custom combinations for your specific flow (senior waiter with the right to cancel, manager for the terrace only, cashier with B2B e-Factura, floor host, and so on). We configure them for you at onboarding, included in the package — you say who does what, we handle the technical side. Zero code from you.
🧩 Any combination possible · configured at onboarding, no extra cost
🎯 Restrict per POS / division · every role on its own scope
🔒 Least privilege · conservative presets
📜 Full audit · who does what, when, on which account
How it works
Every user has their own personal account (no sharing). We attach one or more roles, and the system checks on every sensitive action whether the role authorizes it.
Restrict per scope
Every role can be restricted to a specific POS (dining-room POS, terrace POS), to a division (bar, kitchen-hot), or to a zone in the dining room (VIP, terrace). A terrace manager sees and acts only on the terrace.
Check on every action
On every sensitive action (receipt issue, line cancellation, loss approval) the system checks the role. No authorization = the action does not run. No exceptions, no hidden super-admin.
Immutable audit
Every action writes to the journal: who + active role + timestamp. The journal cannot be modified. On request, we deliver an auditable report of every account's access.
Examples of custom roles we configure
A few real combinations, configured for concrete venues at onboarding. Same as what we do at any discovery — you say what you need, we set it up. The standard presets are below as a starting point.
Bartender-supervisor
Cook at the bar + the right to add new products to the bar menu (e.g. cocktail of the day). Useful in bars where the bartender has creative freedom.
Host (dining-room)
Dining-room management only — assigns tables, handles reservations, sees the live occupancy. Does not serve, does not collect payments.
Senior waiter
Waiter + the right to cancel lines after preparation (without calling a manager). For experienced waiters, in small restaurants where flexibility matters.
Internal auditor
Read-only on every order, receipt, and payment. For the owner who drops in occasionally and wants a full overview without disturbing operations.
Manager for one zone only
Shift manager restricted to a single POS (e.g. terrace only) or to one zone in the dining room (e.g. VIP only). Sees the reports and acts only there.
Cashier with B2B e-Factura
Cashier + authorization to issue B2B e-Factura. Useful for venues serving corporate clients (event agencies, business lunches with a company invoice).
Different scenario? We discuss it at discovery and configure it — included in onboarding, no extra cost.
The 5 standard HoReCa roles (the starting point)
Every configuration starts here. We add or remove responsibilities for your specific role — see the hybrid examples above.
Administrator
Who: owner / director / IT lead.
Full configuration (catalog, pricing, integrations, roles). All reports + all fiscal actions. Manages AI assistant sessions. Every action stays in the journal like for any other user.
Shift manager
Who: dining-room manager / shift lead.
Full order cycle (create, price override with authorization, unlock pending-bill, post-preparation cancellations). Kitchen display. Operational reports. Closes the shift on their POS units.
Cannot delete a closed shift (separate authorization).
Cashier
Who: fiscal POS cashier — issues customer receipts.
Sees pending-bill orders. Issues fiscal receipts, chooses the payment method. Refunds with manager approval. Scans MEV QR + manual supplier receipt entry. Cash operations (opening float, collections, refund).
Does not edit orders, does not change prices, does not see financial reports.
Waiter
Who: table server.
Opens and closes orders. Adds lines (prices snapped to the catalog — cannot deviate). Sends to divisions. Cancels lines pre-preparation. Marks delivered. Requests the bill. Sees their own history for the current day.
Does not see financial reports. Does not issue fiscal receipts.
Cook
Who: kitchen / bar / café operator at a station.
Sees the kitchen display for the assigned divisions. Accepts / rejects a ticket with a reason. Start → Ready → notifies waiter. Adds in-flow losses (dropped mozzarella etc.) with mandatory reason.
Does not see other divisions' orders (operational cleanliness). Does not modify the parent order.
AI assistant (specialized roles)
Who: AI assistant connected via MCP.
Four specialized templates: catalog consultation only, full read (catalog + orders + stock + invoices + reports), e-Factura access, or manager editor with limited assisted actions. Each with transparent cost.
See AI assistant MCP for cost and activation.
Summary table — who can do what
The 4 operational roles at a glance. Standard presets — any personalized combination is configured at discovery.
| Action | Waiter | Cook | Shift manager | Cashier |
|---|---|---|---|---|
| Open order | ✅ | — | ✅ | — |
| Add line to order | ✅ | — | ✅ | — |
| Send to divisions | ✅ | — | ✅ | — |
| Cancel line pre-preparation | ✅ | — | ✅ | — |
| Cancel line post-preparation | — | — | ✅ | — |
| Accept production ticket | — | ✅ | ✅ | — |
| Start preparation / Ready | — | ✅ | ✅ | — |
| Mark "Delivered" | ✅ | — | ✅ | — |
| Add in-flow loss | — | ✅ | ✅ | — |
| Add standalone loss | ✅ | ✅ | ✅ | — |
| Approve loss over threshold | — | — | ✅ | — |
| Request bill | ✅ | — | ✅ | — |
| Unlock pending-bill | — | — | ✅ | — |
| Issue fiscal receipt | — | — | — | ✅ |
| Issue B2B e-Factura | — | — | — | ✅** |
| Refund receipt | — | — | ✅ | ✅** |
| See financial reports | — | — | ✅ | — |
| Close shift | — | — | ✅ | — |
** With a separate authorization for B2B e-Factura (sometimes not every cashier has this right).
Common-sense rules we follow
Least privilege
The cashier does not need to see per-product margin or input costs. The presets reflect that. We do not hand out rights "just in case" — we give exactly what the role needs.
One account per person
No shared account across shifts — that breaks the audit. Rotation (morning/evening on the same functional login) is fine, and does not count separately for licensing.
Admin ≠ daily operations
The admin account is used only for actual configuration. For daily operations, even the owner uses a manager role — reduces the risk of accidental high-impact actions.
Periodic review
At least once a year — we help you check the user list and remove anyone who has left. On request, we deliver an auditable report of every account's access.
Frequently asked questions
Can I request a custom role?
Yes. At discovery you tell us how you want responsibilities split inside the venue. We handle the configuration and hand over the system with the roles ready to go. No technical task for you.
How do I temporarily grant cook rights to a waiter covering the bar?
The shift manager grants them cook rights on the bar division temporarily (a few clicks in the user panel). All their actions during that period are logged with the role active at that moment. At end of day, the manager revokes the temporary rights.
Can the waiter see financial reports?
Not by default. The standard waiter role does not include financial reports — the waiter only sees their own order history. If the venue's policy requires otherwise, we configure a hybrid role for you at onboarding.
Can I restrict the cashier to a specific POS only?
Yes. Every role can be restricted to a POS, a division, or a zone. A bar cashier can be restricted to issuing receipts only there, a terrace manager sees and acts only on the terrace, and so on.
Want a POS + HoReCa system with roles configured professionally?
Configuring the roles at onboarding (30-60 minutes discovery, we handle all the technical work) is included in every HoReCa package. The full restaurant flow (table orders, KDS, shift reports) is part of the Extra HoReCa package. Package comparison + current pricing → see the pricing page.
Book a conversation
We will tell you exactly which roles make sense for your flow and configure them for you. Discovery included in onboarding — no technical task on your side.
SGAPPS LABS SRL · Chișinău, Moldova · Continuously in production since 2018 · POS · ERP · MEV fiscal register · Android fleet