DineFlow manual · Chapter 7
Staff, reports & settings
Give every person exactly the access their job needs, decide who does what during service, and see how the restaurant is really doing — down to the shilling.
Adding your team
- 1Go to Staff → Staff & roles.
- 2Invite by email — they set their own password from the link. Or add them directly with a temporary password they change on first sign-in.
- 3Choose their role and which branches they can work at (or all branches).
- 4Optionally set a POS PIN.
Deactivate someone who leaves — they can no longer sign in, but their history stays in orders and the audit log.
Roles
Every restaurant starts with these roles, and you can create your own with any combination of permissions:
| Role | Typically does |
|---|---|
| Owner | Everything, including billing and the subscription |
| Branch Manager | Runs a branch: staff, menu, refunds, reports |
| Cashier | Counter orders, payments, shifts |
| Waiter | Table orders, sends to kitchen, serves |
| Food Runner | Collects ready food and serves |
| Chef | Kitchen display, waste |
| Inventory Manager | Ingredients, stock, purchasing, counts |
| Accountant | Payments, reconciliation, reports |
| Delivery Rider | Their own deliveries and cash collected |
Service workflow
In Staff → Service workflow decide, for your restaurant, which kinds of staff may create orders, send to the kitchen, edit sent orders, collect, serve, print the bill, take payment, refund and cancel — plus rules such as:
- payment required before the kitchen starts (common for fast food);
- waiters may collect cash, but a cashier must verify it;
- who collects ready food — the assigned waiter, any waiter, runners or the cashier;
- whether a table can be cleared with a balance (with an override and a reason).
Overview & reports
The Overview (home screen) shows today live: sales against yesterday, collected and outstanding, orders in the kitchen, food ready to collect, occupied tables, sales by hour, top dishes and late tickets.
Reports covers any period up to a year, one branch or all:
- Sales — gross, discounts, net, tax, service charge, by day, channel and order type
- Items & margins — what sells and what it earns after food cost
- Tax — a VAT summary for your accountant (not an eTIMS filing)
- Payments, Team, Inventory and Delivery
Reconciliation
Payments → Reconciliation lists money that needs a person: M-Pesa payments made straight to your Paybill or Till that didn’t match an order (assign them to the right order, or set them aside with a note), and card or bank payments waiting to be verified.
Subscription, audit log & custom domain
- Settings → Subscription — your plan (Starter, Growth, Enterprise), usage against its limits, what’s included and your payments.
- Settings → Audit logs — who did what and when: voids, discounts, refunds, price changes, staff changes, with the before/after values.
- Settings → Custom domains (Enterprise) — put your ordering site on your own address, e.g. order.yourrestaurant.co.ke.