Staff & shifts

The Staff page gives your team personal logins to the admin panel: everyone signs in with their own email and password and sees only the sections their role allows. The same page hosts the shift schedule and time tracking.

Open: Admin panel → Staff (only the account owner manages the list).

What you need to get started#

• Owner permissions — employees are created by the account owner; the "Employees", "Roles & access", "Payroll" and "Labour cost" views are available to them only, while the schedule and HR views are also open to a manager.
• The employee's email and a chosen role — with those the person signs into the admin panel as themselves.
• A shift schedule — for plan vs. fact and for distributing tips into a pool.
• Pay rates — for payroll and labour cost calculations.
• Login codes and device QR codes — to put the POS, kitchen display or kiosk on a tablet (QR codes and devices).

Roles and access#

Access has two layers: the sign-in tier (manager, waiter, cook, courier or specialist) and the job title, a preset or custom set of sections and POS permissions. The owner keeps full access.

On “Roles & access”, the owner creates a role or configures a preset: sections, “View” / “Edit” / “Setup” levels, locations and POS limits. Levels are not yet honoured in every section and do not replace all server-side operation checks.

Locations, a direct manager and a temporary deputy are assigned to the employee individually. A workspace only trims the interface on top of those permissions.

See Roles, permissions and POS limits for the steps, sections with access levels and a cashier restriction checklist.

Shared team tools include tasks, knowledge, training, email and work chat. Chat has a general channel, location channels, direct messages and work groups; the company AI assistant answers from the knowledge base with source links.

Adding an employee#

1. Click "Add employee".
2. Enter the email (used as the login), name and role.
3. Set a password or click "Generate".
4. Hand the credentials to the employee — the password is shown only once (there's a "Copy credentials" button).

At any time you can reset the password, add notes (schedule preferences, contacts, documents) or delete the employee — they immediately lose access.

PIN, staff card and name on receipt#

On a shared register a cashier becomes active with a PIN (4–6 digits) or a staff card — an RFID fob, a badge or a magnetic-stripe card. The reader connects to the register as a keyboard: it types the card number into the PIN window and confirms it.

Issue a card. “Staff” → the PIN button next to the person → the “Sign-in card” block below the PIN: put the cursor into the field and tap the card on the reader (or type its number, at least 8 characters) → “Issue card”. The card number itself is not stored — only its fingerprint, so you cannot look the number up later. One card belongs to one employee: it cannot be issued to someone else until it is removed.

Sign in with a card. On the register open the PIN window (“Switch cashier”) and tap the card — the register recognises the employee exactly as by PIN. The card also works to approve operations above a limit (if its holder has that right) and for “Clock in” on a time-clock terminal — no PIN needed. A foreign, removed or unknown card opens nothing. The card works the same way in the POS apps for Android, Windows and Ubuntu: the PIN window says “or tap your staff card on the reader”, and the card number is never shown on screen. Connect the reader to the POS tablet or computer as a USB keyboard.

Change a PIN or card right at the register. In the PIN window tap “Change PIN or card” → the manager enters their own PIN or taps their card → picks the employee → sets a new PIN and/or taps a new card. A manager changes PINs and cards for themselves and for regular staff of their locations; the owner’s and other managers’ PINs and cards are changed by the owner only. The same button is in the POS apps for Android, Windows and Ubuntu: PIN window → Change PIN or card; the manager confirms with their own PIN (on-screen keypad) or card on the reader, with the same rights.

Termination or a lost card. When an employee is terminated or deleted, the card is removed together with the PIN. Remove a lost card with “Remove card” and issue a new one.

Name on receipt. Employee card → “Access and phone” → “Name on receipt”: a short name (“Anna K.”) that signs the cashier on receipts, in receipt history and in the shift X/Z report. Empty — the card name is printed. For Russian fiscal (54-FZ) receipts the “cashier” field must be the surname with initials or a job title, so use e.g. “Petrova A. K.” there. The new name applies to receipts issued and shifts opened after saving.

Find an employee in a long list#

When a chain has dozens of people, scrolling the table takes time. Above the list on the Staff tab there is a search box and two filters:

1. Start typing a first name, last name or email in Name or email — the list narrows as you type. Case does not matter; several words are matched together: "anna kit" finds "Anna Kitson".
2. Pick a role in All roles to keep only people with that role.
3. If you have two or more locations, pick one in All locations to keep the staff who work there. A person with no locations set works at all of them and stays in the list for any location.

A counter "Shown N of M" and a Reset filters button appear next to the filters. Search and filters work together with the "Show inactive" checkbox and the job and department filters.

Import staff from a spreadsheet#

Importing and merging cards are available only to the owner. Review the roster first, then give sign-in access to those who need it.

1. On the Staff tab, click “Import from spreadsheet” and download “Template (CSV)” or “Template (Excel)”.
2. Fill in one row per person: name, location, job title, department and “Hire date”. A hire record uses the date from the file. Only the first worksheet is read.
3. Upload the file and click “Check”. Review errors and notes for each row; no employees are created before confirmation.
4. If needed, enable “Create missing job titles” and “Create missing departments”. Check the proposed names so that a typo does not become a new job title.
5. Tick “Invite” only for people who need sign-in access; the row needs an email. Without it, the person joins the roster without a new login or invitation.
6. Click “Add employees: …” and review the row results. If saving stops, retry: saved rows from this batch will not be added twice. A fresh upload is also checked for matches — do not ignore the warnings.

On cenaly.ru, the Russian import section supports SNILS, INN, personnel numbers and columns from a 1C:ZUP export. Use the template for an unrecognised report format. Import does not transfer leave balances or historical accruals.

Resolve possible duplicates#

Open “Possible duplicates”. For different people or separate jobs held by one person, choose “Not a duplicate”. For an erroneous card, click “Merge…”, choose the main card and read the transfer preview and restrictions.

Merging requires the owner's confirmation and cannot be undone. The erroneous card is archived; closed payroll runs and some history remain on it. If merging is blocked, resolve the stated reason instead of deleting the card to bypass the check.

Suspend access or terminate employment#

To pause access, click 🚫 in the employee's row (“Deactivate”). In “Suspend access?”, choose “Suspend access”.

The person stays on the roster. Sign-in, the POS PIN and sign-in card, PIN clock-in, POS permissions, push notifications and table assignments are revoked; history and payroll are not deleted. The phone extension and mailbox are disabled by separate revocation steps.

If the person is leaving, choose “Terminate…” and record an HR event with a date and reason: access revocation starts when termination takes effect. “Delete” is different: the card is archived, sign-in is deleted or detached from this account, and personnel documents are retained.

To return from suspension, click ✅ “Activate”. Sign-in is restored, but set a new POS PIN; table assignments and the phone extension do not return automatically.

Workspaces#

The admin sidebar has a Workspace switcher: Administration, Hall, Kitchen, Delivery, Marketing. It trims the menu to relevant sections — handy on a waiter's tablet (just Orders, POS, Kitchen, Floor Plan) or a kitchen device. A workspace is a filter on top of role permissions: access is defined by the role, the workspace just hides the clutter.

Shortcuts and favorites#

At the top of the sidebar there is a Shortcuts block. It holds the workspace shortcuts: a storekeeper sees Goods receipt and Stocktake right away, a purchaser — Purchase orders and Goods receipt; a shortcut opens the warehouse window in one click. The star next to the block title adds the open page — together with its tab or window — to your favorites; you choose the label, the cross removes an item. Favorites are personal and stored on the device (on a shared tablet every employee has their own). Shortcuts and favorites grant no access: an item shows only if its section is available to you in the menu.

The same block has a Background tasks row — a window with the account's long-running work: catalog imports (with rollback marks), data exports and menu changes still being applied, each with a link to its section.

Shifts: plan vs fact#

The staff page includes a shift schedule:

• Plan — the manager lays out shifts per day (start and end time). Once a month's timesheet is closed, its shifts can no longer be added or edited: the grid says so with a “🔒 The <month> timesheet is closed” note before the first click, and the account owner can reopen the month on the Plan vs fact tab;
• Fact — the employee taps clock-in and clock-out; time is recorded server-side, so it can't be forged from a device. Clock-in can be restricted to the venue — by geofence or only from a venue terminal (a tablet with a PIN pad or a monitor with a QR code) — and forgotten shifts can be closed automatically, see Clock-in and clock-out;
• Plan vs fact — the summary highlights deviations: late arrivals, overtime, no-shows. Plan and deviation are counted as of today: shifts still ahead are not treated as unworked hours — their hours are shown on a separate grey line, “ahead: 16h 40m”. “Today” and “already over” follow the location’s time zone (from its profile), not your computer’s clock. The timesheet sign-off block uses the same rule: a shift without a clock-out lands in the “to resolve” list only once its planned time is over, and only then does it get the “Mark as absent” button — you can’t mark an absence for tomorrow’s shift. Shifts are grouped by role.

Worked hours feed into Finance (the Staff tab) — labor costs are visible next to revenue.

Payroll#

The separate Payroll tab (owner only) calculates monthly pay from closed shifts:

• accrual — hours × rate, salary, commission or a combination, overtime by threshold and multiplier;
• tips — directly to an employee, a shared pool by hours worked, or a pool weighted by roles;
• taxes and contributions — ready-made country packages (Georgia, Albania, Russia, Türkiye and Kazakhstan) with the country’s rates, thresholds, caps and deductions: progression is calculated cumulatively from the start of the year, not as a separate monthly figure. If your country has no package yet, or you need a custom case, configurable components remain available (percentage, fixed amount, progression, employee or employer side) with named tax profiles; switch between “package only”, “package plus custom components” and “custom only”;
• what the calculation shows — a run has a mode badge (“country · package from date”), calculation warnings are explained in words, and an expanded employee row shows every deduction for both employee and employer;
• reports — country forms are generated from the calculation and frozen for the period, with corrections and a filing-deadline tracker. Forms exist for all five packages: Georgia — withholding-tax declaration; Albania — monthly payroll declaration (Lista e Pagesave, E-SIG 025 obligations); Kazakhstan — form 200.00; Russia — 6-NDFL, RSV and personalised records; Türkiye — MUHSGK;
• corrections — manual bonuses and deductions; the system can suggest deductions for cash shortages;
• statuses — draft → approved → paid, with an option to roll back;
• documents — a PDF payslip, the monthly timesheet in Excel, and timesheet and payroll exports in CSV.

Employees see their payslips in My cabinet, but only after the calculation is approved.

Commission per visit: what the percentage was earned for#

Result: for each specialist you see which visits and paid bill lines made up their commission for the month, and why some amounts were left out.

1. Open the Payroll section → Monthly calculation tab and choose the month. The Staff → Payroll tab does not have this block.
2. Under the calculation table, find the Commission per visit block and click Show (data loads on click; Hide collapses the block).
3. Choose the specialist in the Employee field.
4. At the top you see their commission rule (for example, "10% of paid services") and the cards Services base, Sales base, Earned and Awaiting payment (not earned); when there is data, also the estimate without a bill and the amount refunded to guests.
5. The table has a row per service: Visit, Service, Booking / bill, Line amount, In base, Status, %, Earned. The status explains why a line was or was not included: paid, awaiting payment, refunded, partially refunded, partly on credit, no price in the catalog, bill in another month, and so on.
6. At the bottom is the check against the monthly calculation: it either matches, or the block suggests recalculating the month if the figures differ.

Good to know:

• Only paid bill lines are included; unpaid and refunded amounts are shown but not earned.
• The block has no export — for a file, use the monthly calculation exports (payroll register in CSV). Tips are not in this block: they are in the Tips column of the calculation (see Tips).
• The owner and staff with the right to view payroll see any specialist. Others see only themselves and only after the month's calculation is approved.

Personnel dossier and HR#

The HR tab (owner and manager) is what usually lives in folders and spreadsheets:

• dashboard — turnover, average tenure, discipline across closed months, training progress and the employee reliability rating for 90 days;
• personnel dossier — identity documents, tax numbers, medical book with the next examination date, insurance and a contract (employment, civil-law or self-employed) with hire and termination dates;
• mandatory documents — a register by country rules: 15 profiles, covering all former Soviet republics (Russia, Kazakhstan, Georgia, Armenia, Azerbaijan, Belarus, Moldova, Ukraine, Estonia, Latvia, Lithuania, Kyrgyzstan, Tajikistan, Turkmenistan and Uzbekistan), with “in order / expiring / overdue / missing” statuses and a link to the legal article;
• document scans — passport, medical book and contract are stored in the dossier; Fill from scan recognises fields from a photograph and puts them into the form, which you review and save yourself;
• government deadlines — reminders about hiring and termination reports in your country, with a manual submitted mark;
• annual vacation plan — employees suggest their dates in their own cabinet, the manager agrees them and HR approves the whole plan. The “🖨 Print” button puts the plan on paper as a vacation schedule: an “APPROVED” block with a line for the head’s signature, the approval date and document, columns “department, position, employee, days, vacation dates, note” and an “Acknowledged: signature, date” column. A plan that is not approved yet prints marked “Draft”; if people belong to several legal entities, you pick the legal entity above the form. A Russian legal entity also gets a “T-7 (print)” button with the unified schedule form.

The employee card is now a separate page with tabs rather than a pop-up: a private manager diary, an issued-property register (what is held and what was returned; on termination the system reminds you about anything missing), the person’s documents and the dossier with scans. Diary entries have “Recognition”, “Discipline”, “Incident” and “Note” tags, each with its own icon and colour — green, amber, red and grey — and the feed can be filtered by those tags.

Login codes and QR codes for devices#

Entering a login and password on a shared tablet or kitchen display every time is inconvenient. cenaly.ge provides login codes for these workstations — short unique identifiers that connect a device to the required section and permissions without repeatedly entering account credentials.

Two types of code#

Both types live in QR codes, alongside guest table codes, each on its own tab.

The Devices tab also shows live devices: which tablets and monitors are online at each location and when they were last seen. It also contains kiosk-to-payment-terminal binding: when the bridge is running on that computer, choose the payment terminal connected to that kiosk (open the page on the kiosk computer itself — only it can see the bridge).

Create a device code#

1. Open QR codes in the sidebar and go to the Devices tab.
2. Click Create — the system generates a unique code.
3. Set a name (for example, “Hall till” or “Kitchen”), choose the starting screen (Order monitor, Kitchen, Menu and so on) and, if needed, limit it to a location.
4. Configure PIN protection: when a PIN is set, the employee enters it after scanning and the device is protected from unauthorised use.
5. A QR code appears beside the code; download it as SVG, print it and attach it to the tablet or stand.

The employee scans the QR code with a phone camera or reader, reaches the login screen and opens the required section with the permissions set for that code.

Create an employee login QR code#

This type is for people rather than devices: an employee can enter the admin panel from any device by scanning their personal QR code.

1. Open QR codes → Admin login (or create a device code on the neighbouring tab if you want to give the employee a screen with limited access).
2. Click Add and enter the employee’s name.
3. Set a PIN or password to protect the code.
4. Print the QR code or send it to the employee.

The employee scans the code and enters their work area. If you set a PIN, it is required once after scanning. You can deactivate or delete the code at any time; login through it then becomes impossible.

Configure permissions for a device code#

When creating a device code, configure exactly what this screen can see:

• Starting screen: Order monitor, Kitchen (KDS), Menu management.
• Locations: limit order visibility to one or more locations.
• Additional permissions: view orders, manage orders, change dish availability and prices, edit menus and locations, manage the stop-list.

Staff mobile apps#

Native mobile apps (Android) are available for waiters, cooks, couriers and hall managers. They can also be entered with a QR code: open the app and scan the device code. See Mobile apps.

Limitations#

• The invitation email may not arrive — the access is not lost then. If mail fails, the invitation dialog itself shows the sign-in address, login and temporary password: hand them over any way you like. The previous password no longer works at that point.
• Access levels are honoured in some screens only. There is no universal server-side level check for every operation yet; see permissions.
• Locations narrow order lists and available sections. With two or more locations, assign the employee explicitly; a sole location is filled in automatically. Older cards with empty scope may still cover all locations: fill it in using the notice on the staff list.
• Russian HR records are kept only on cenaly.ru (a personal-data residency requirement); for Kazakhstan the HR module is unavailable anywhere — the system says so honestly and shows an article.
• The "My documents" block does not work for line staff — a known access defect.
• A shift reminder arrives within a window, not to the minute — the mailing runs on a shared half-hourly tick, so "2 hours before" in practice means 1.5–2 hours before. Employee self-service itself works: shift swaps, leave requests, clock-in from a phone and the "My details" block in the "Mine" section (phone and emergency contact change instantly; address, payout details and the identity document — type, number, issuing authority, issue date and "valid until" — go to the manager for approval).
• On cenaly.ru, a closed period with finalised payroll can be exported for 1C:ZUP; this is not automatic two-way synchronisation.
• The target labour-cost percentage is stored in the browser — on another device you will have to set it again.
• The "Roles & access", "Payroll" and "HR records" screens are complex — our internal clarity review gives them 2 out of 5; they were written for an HR specialist, not for an owner.

Troubleshooting#

The employee did not receive an invitation. Check the address in their card and the spam folder — the email is sent from the brand address. If it did not go out at all, the invitation dialog shows the login and the temporary password: give them in person. The previous password no longer works after an invitation.

The employee sees the wrong sections. Check the role: the set of sections is defined by it, and the "workspace" only narrows the interface visually. On the POS the real permission layer is role plus PIN.

The employee cannot open "My documents". A known access defect for line staff — hand the document over another way.

The HR section is blocked. This is the personal-data residency gate: Russian HR records are kept only on the Russian brand.

Payroll was not calculated. Pay rates are missing, or there are no closed shifts in the period.

There are no deductions in the pay window. That is by design: deductions, tax residency and the person's other tax details are not pay terms but facts about the person, with a start date and a history of changes. They are set in the employee card, “HR file” tab → “Tax details” (for Russian employees the same tab also has the “Income tax: children and deductions” window). In the pay window (💰), under “Tax profile”, there is an “Open tax details” link — the card opens in a new tab and the unsaved pay rate stays where it is. The monthly calculation and the take-home pay picker read deductions from there: after changing them, pick the gross amount again. Tax details belong to the person's hire: if the hire has not been registered yet (this happens to the account owner too), the card opens at the “Tax details” block with a hint to register the hire on the card's “Employment history” tab first.

Payroll does not cover every employee. A payroll calculation is a snapshot of the moment it was made: anyone added (or given a pay rate) later is not in it. The screen says so — above the table of an approved month there is a line "These employees are not in the approved calculation" with every name and reason. To include them in that month, go back to the draft (undo the payment record → correct the approved calculation) and press "Refresh the data and recalculate" — manual amounts survive a recalculation. You can also leave a paid month alone and pay these people in the next one.

FAQ#

How many employees can I add?#

Up to 100 hired employees per account; the owner row does not count towards this limit. The system tells you when the limit is reached.

Can a waiter see finance or settings?#

No. A waiter sees only orders and the POS. Role isolation applies to every section of the admin panel.

How does a waiter get bound to an order?#

Automatically: an order created by a waiter at the POS is bound to them; orders from the waiter's tables ("Waiters" mode on the Floor Plan) too. The binding is visible in the order card.

Can I track shifts without daily admin usage?#

Yes, the shift schedule works for any employee regardless of how often they use the admin panel.

What happens if an employee loses a QR code?#

Delete the code in QR codes on the relevant device tab. Access through that code stops, then create and share a replacement.

Can I limit a device code to one location?#

Yes. Select the locations when creating the device code; the employee will see orders and data only for those locations.

Related#

• Roles, permissions and POS limits

• Staff notifications

• Clock-in and clock-out — venue terminal, QR from a monitor, auto clock-out

• POS — the waiter's work screen

• Kitchen (KDS) — the cook's work screen

• Own delivery — the courier's work screen

• Floor plan — assigning waiters to tables

• Finance — staff reports

• QR codes and devices — shared-device access

• Mobile apps — waiter, cook, courier and monitor apps