Managing Staff Access

This guide shows how to add team members, give them a PIN code for the device, and choose what each one is allowed to do.

Team members are managed in one place only: the cloud dashboard. The device shows the list but never changes it, so you always have a single, reliable record of who has access.

Roles

• Owner: everything, including billing and the organisation itself
• Manager: everything an Owner can do day to day, including settings, product approvals, and unpairing or resetting a device
• Staff: print labels, record waste, browse and add products on the device

Staff cannot unpair or reset a device, open Branch Settings on the device, or clear its activity log. If they try, the device explains that a manager or owner has to do it.

Adding a Team Member

1. Log in to the dashboard at office.labelfood.co.uk
2. Go to Settings → Users
3. Click Add staff
4. Enter the person’s name
5. Choose the role: Staff or Manager
6. For a Manager, enter their email address: this is how they sign in to the dashboard
7. Click Add staff (the button reads Add manager when you pick Manager)

A 4-digit PIN is created automatically and shown on the person’s card in the list. Hand that PIN to them and they can start using the device straight away.

Staff do not need an email address. They work on the device with their PIN only.

Changing a Name or PIN

1. Go to Settings → Users
2. Open the ⋮ menu on the person’s card and choose Edit
3. Change the name, or type a new 4-digit PIN
4. Click Save changes

Each PIN has to be unique within your organisation. If the PIN you type is already taken, the dashboard tells you and asks for a different one.

The new PIN reaches your devices on the next sync, which runs every few minutes. To apply it at once, tap the sync icon in the top right of Settings on the device.

Removing a Team Member

1. Go to Settings → Users
2. Open the ⋮ menu on the person’s card and choose Remove
3. Confirm

Their PIN stops working on every device in your organisation once the removal has synced. Their printed labels and waste records stay in your reports, so your audit trail is never affected.

Seeing the List on the Device

A manager or owner signed in on the device can check who has access:

1. Go to Settings → Branch Settings
2. Open the Staff & PIN Code section

This is a read-only view of what the dashboard holds. Anything you need to change is changed in the dashboard.

Device and Dashboard Access

On the device, everyone signs in with a 4-digit PIN. In the dashboard, Owners and Managers sign in with an email address and password.

Good Practice

• Give every person their own PIN, so your label and waste records show who did what
• Keep Staff as the default for kitchen and floor teams
• Use Manager only for the people who need settings and approvals
• Remove a person on the day they leave, rather than changing the PIN later
• Treat a PIN like a key: it is personal, and it should not be written up where customers or visitors can read it