Setting staff user permission levels

An important part of your Kobas setup is creating Staff User Permission Levels to ensure your business and information is secure, but staff can operationally function.

Last updated 12 Nov 2024

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Introduction & home venues
Seniority level

Introduction

Every staff member is assigned to a User Permission Level group. This defines what areas staff members can see within Kobas, and the actions that they can take. This is essential to configure as required to keep your data and people's privacy secure. Please also read our information in relation to GDPR here.

You can view, create and edit user levels and define the default permission set for each level by navigating to Administration > Staff User Permission Levels. Here you can create a new user level, change an existing one, or duplicate a current permission level as a start for a new level.

Some definitions used in this settings page:

*Own Venue(s) - It is possible for a user to have more than one venue that is considered their own venue, and would come from:
- The user's home venue in their staff profile
- A venue of which the user is the venue manager (Administration > Venue Settings > Settings)
- A venue in an area of which the user is a territory manager
- A venue in a region of which the user is a territory manager
Manage – view and make all available changes.
View / Create / Edit / Delete – all of the available components of “Manage”.
Preparation refers to Printers and KDS (Kobas Display Screens).

Seniority Level

Each user level is assigned a "seniority level", with 1 being the highest for Administrators. This defines your company hierarchy helping to protect data. Staff cannot access data or take actions relating to other staff on the same, or a higher, seniority level. You can have more than one user level on the same seniority level.

Warning: It is important to only give Administrator access to those who genuinely should have full and unfettered access to your business.

Administrators will be able to see and edit all personal and commercially sensitive information, make irreversible changes to your account, and make financial and data-erasure authorisations to Kobas in relation to the account.

Top Tip: We recommend duplicating the Administrator level and rename it, even with all the permissions ticked, this will still remove some of the more destructive rights of the users and removes their ability to authorise additional costs to Kobas.

This article gives more detail as to the effect of each permission element.

There are some permissions that are inherent only to the Administrator permission level, and cannot be delegated to lower user groups:

The ability to roll back closing tasks.
Access to the cloud Audit Log.

Administration

Permission name		Users with this permission will be able to…
Hardware Management	Manage	Manage all Tills, PDQs, and Preparation (Printer/KDS) across all venues. (The “Venues – Manage” permission below is required in conjunction with this). This also allows EPOS Simulator access.
KDS States	Manager	This allows you to edit and manage the KDS Stats in the Administration section.
Multi-Factor Authentication	Require	Setting this setting to active will require all users in this level to activate and use MFA. Note this is a requirement setting. Any user can still set up MFA (which we recommend), and if you uncheck this setting, it won't remove MFA that has been set up. When you wish to remove MFA users can turn it off themselves when this setting is unchecked.
Operations	Manage	Access all the menus within Administration in the cloud that relate to the Stock and Rota System. Note for the “Pricing Administration” page, permission “Operations – Ingredients/Batches – Manage” is also required.
System and Financial Settings	Manage	Access menus within Administration such as Kobas System Preferences, Kobas Billing, and Integration Settings. Within Venue Settings you will also need this permission to access the Financial settings tab and the Stripe settings for online ordering. This also allows exporting data to Sage and Xero.
Territories	Manage	Access menus within Administration such as Venue Territories and Franchises.
User Management	Manage	Access “Staff User Permission Levels” menus within Administration.
Venues	Manage	Access to all venue pages, particularly the Venue Settings page, and pages relating to Daily Tasks within Administration

Collaboration

Collaboration is the file-sharing “pinboard” section within Kobas cloud.

Permission name		Users with this permission will be able to…
Documents	View	View any documents uploaded here.
Documents	Create / Edit / Delete	View, upload, edit and delete docs to the board.

Daily Tasks

Daily tasks refer to the Opening, Closing & In-Shift tasks within Cloud.

Permission name		Users with this permission will be able to…
All	Override Time Lock Restrictions	Make changes to Cash Logs after the set number of days in Kobas System Preferences (Operations) when the log locks down.
Cash Bags	View all venues	View Cash Bags in all venues
	Edit	Edit Cash Bags in all venues
	Mark Banked	Mark all Cash Bags as Banked (respecting the View All / Own venue permission)
	Mark in Account	Mark all Cash Bags as in Account (respecting the View All / Own venue permission). This permission is required to edit Cash Bags.
	View own venue / venues	View Cash Bags in own venue / venues*
Cash Logs	View own venue / venues	View own venue / venues* Cash Logs
	View All Venues	View All Venues Cash Logs
	Edit / Delete All Venues	Edit / Delete All Venues Cash Logs
	Edit / Delete Home Venues	Edit / Delete Home Venues Cash Logs
Closing Tasks	All Venues	Complete and view closing tasks for all venues.
Closing Tasks	Own Venue / Venues	Complete and view closing tasks for own venue / venues*.
End of Trade Logs	Edit Logged Amounts	Edit the figures in the cash log after closing tasks have been declared.
Opening Tasks	All Venues	Complete and view opening tasks and in-shift tasks for all venues.
Opening Tasks	Own Venue / Venues	Complete and view opening tasks and in-shift tasks for own venue / venues*.
Safe Logs	View Own Venue / Venues	View own venue / venues* safe logs
	View All Venues	View all venue safe logs
	Edit / Delete All Venues	Edit / Delete all venues safe logs
	Edit / Delete Home Venues	Edit / Delete home venues safe logs
Till Float Logs	View Own Venue / Venues	View own venue / venues* till float logs
	View All Venues	View all venue till float logs
	Edit / Delete All Venues	Edit / Delete all venues till float logs
	Edit / Delete Home Venues	Edit / Delete home venues till float logs

EPoS Local

This section refers to user permissions on the actual EPoS till / iPad units.

Permission name		Users with this permission will be able to…
Admin	Access Admin Menu	Open the Admin menu on EPoS. This permission is required to access any other “admin” permissions on EPoS Local.
	View Session Data	View “session data” including total sales value on EPoS. This is required to close session, along with the above permission.
	Download Data	Perform the “download data” function on EPoS.
	Access training mode and other available venues	Change the till screen between “Live”, “Training” and any other available venue.
	Special Save - Waste	Mark items as “Waste” (ie, deplete stock, add to Waste in finance reporting).
	Special Save – Refund	Log items as a “Refund” against Cash/Card / Other.
	Special Save – Comp	Mark items as “Comp” (ie, deplete stock, add to Comp in finance reporting).
	Special Save – Director	Mark items as “Director” (ie, deplete stock, add to Director in finance reporting).
	Special Save – Void	Mark items as “Void” (ie. Remove from tab/basket and don’t record sale, don't deplete stock)
	Create / Edit Reservations	Create and edit reservations for the same day.
	Set Sold Out	Mark items as “sold out” or add “counts” onto EPOS items.
	Close Session	Perform X- and Z-Reads on the current till session (necessary for closing tasks). This permission is also required to manage user Dallas key allocation.
	Manage Tabs	Open the tab screen and settle etc the tabs. Without this permission, a user can only open, take payments and close tabs that they created, not having the ability to work on others that are not theirs.
	Price and Discount Availability Override	Adjust the price of an item at any point, and apply any discount at any time, regardless of the discount's inherent time restrictions.
	Manage Automated Orders	This allows a user to see pending/rejected orders, accept or reject them, and be notified when online orders are made that require to accept/reject on the till itself.
	Manage Order Tracking	Opens the "Order Management" tab in the Admin menu on EPOS. Allowing to track online orders, view, mark as read, etc.
Manage Framework	Allow taking orders	Add items to the basket and to tabs, as well as settle them.
	Allow No Sale	Perform a no sale (ie. Open the cash draw where there’s no sale). Access to the Admin menu is required.
	Allow Clock in/out	Clock in and out and start/stop breaks.
	Allow Order Discounting	Apply the pre-defined discounts within the active time frames identified.
	Allow Service Charge Management	Change the definitions and applications of service charges.
	Redeem Deposits and Other Payment Types	Redeem deposits and other payment types against an order or a tab.

EPoS Administration

This section relates to managing EPoS within the cloud.

Permission name		Users with this permission will be able to…
EPoS Items	View EPoS Items	View all EPoS Items for all venues.
EPoS Items	Manage All Venues	Create/edit/delete EPoS items ‘available in’ “All Venues”
EPoS Items	Manage Own Venue/Venues	Create/edit/delete EPoS items ‘available in’ own venues.
KDS Builds	Manager	Edit KDS Builds for all EPoS Items they have access to
Menu	Manage Own Venue / Venues	Edit menu layout, assign menu Venue Manager for own venues.
Menu	Manage All Venues	Edit menu layout, assign menu Venue Manager for all venues.
Other	Manage All Venues	Manage discounts, Menu page creation, Modifiers, Price Bands & Customer Facing Screens in all venues.

Operations

Within Kobas, the term Operations refers to the stock management system.

Permission name		Users with this permission will be able to…
Audit Log	View	Access the user audit log here https://login.kobas.co.uk/reports/audit/
Deliveries	Edit	Edit a delivery that has already been saved.
Deliveries	Override Stock Delivery Editing Time Restriction	Make the above edits even after the number of days when a delivery is locked down to most users (click to change setting in preferences)
Deliveries / Transfers / Orders	View Own Venue / Venues	View all deliveries, transfers, and orders relating to own venue / venues*.
	Receive Own Venue / Venue	Log deliveries and transfers as received in the own venue / venues*.
	Manage All Venues	Undertake all actions across all venues in relation to deliveries, transfers, and orders.
Ingredients / Batches	View	View all ingredients and batches in the account.
	Manage	Edit and delete all ingredients and batches in the account.
	Bulk Upload	Use the spreadsheet bulk uploader for ingredients.
	Restrict Own Venue	Restrict ingredients so that they are shown or hidden to home venues.
Orders	Create / Edit / Delete Own Venue / Venue	Create, edit and delete all orders relating to own venue / venues*.
Stock Checks	View All Venues	View all stock checks in all venues.
	Create / Edit / Delete	Create, edit and delete stock checks in all venues.
	Override Stock Check Editing Time Restriction	Make the above edits even after the number of days when a stock check is locked down to most users (click to change setting in preferences)
	View Own Venue / Venue	View all stock checks in own venue / venues*.
Transfers	Create / Delete / Fulfilment Own Venue / Venue	Create, delete and fulfill transfers relating to own venue / venues*.
Usage	View All Venues	View all stock usage logs across all venues.
	View Own Venue / Venue	View all stock usage logs in the own venue / venues*.
	Create / Edit / Delete All Venues	Create, Edit, and Delete stock usage in all venues.
	Create / Edit / Delete Own Vewnue / Venues	Create, Edit, and Delete stock usage in own venue / venues*.

Reports

Some reports contain personally and commercially sensitive information. These reports ascribe to a two-step permission level as follows:

The Report permission gives access to the reports
Then the associated permission dictates whether the user can see for all venues or their “own venues”. This is in brackets in the table below.

Permission name		Users with this permission will be able to access these reports...
Customer Analysis	Loyalty	Loyalty Scheme
Customer Analysis	Reservations	Reservations Report
Labour Analysis For most: *(Staff > General > View All or Own)* There is also a KSP setting that dictates whether additional permissions are required for Labour Costings.	Attendance	Holiday Status, Holidays Taken, Punctuality & Sickness
	Cost Breakdown (All / Own Venues)	Labour Costs, Labour Per Person, Time Comparisons
	Payroll	Hours Export, Labour Exchange, Tips Per Employee By Date
	Retention	Length of Service, Staff Turnover
Operations Analysis *(Operations > Deliveries/ Transfers/ Orders All or Own)*	Daily Actions	Incidents Report, Petty Cash
	Stock Financials	Stock Audit Trail Transactions, Stock Transfers
	Stock Levels	Stock Current Position, Stock Ingredient Averages, Stock Usage Comparison
Overall Analysis	Finances	Operational Profitability
Revenue Analysis *(Daily Tasks > Cash Logs > View All or Own)*	Comparisons	Week on Week Sales, Year on Year Sales
	Headlines	Cash Log
	Item Sales	Item Sales (All) By Date, Item Sales (Single) By Date
	Sales Figures	Daily Sales By Interval, Daily Sales By Order, Discounts, Group Sales Breakdown
	Sales Mix	Sales Mix By Lead Type, Sales Week Breakdown

Rotas

Permission name		Users with this permission will be able to…
Holidays	Request	Request days off and holidays for themselves.
	Request for Others	Request days off and holidays on behalf of other staff in their venue/company.
	View / Accept / Reject All Venues	View, accept, and reject holiday/day off requests across all venues.
	View / Accept / Reject Own Venue / Venues	View, accept and reject holiday/day off requests across own venue / venues*.
Hours Export	Approve Export	Approve the export of hours worked as various CSV reports. Exports cannot be made until all hours have been approved.
Hours Worked	Approve Hours	Mark Hours Worked on Rotas with permission to see as "Hours Approved", and to add shifts that weren't clocked in or added in Closing Tasks. This permission is required to add additional shifts in Hours Worked.
Rotas	View Own Venue / Venues	View rotas for all own venue / venues*.
	Manage All Rotas	View, edit and delete rotas across all venues.
	Manage Own Venue / Venues Rotas	View, edit and delete rotas across own venue / venues*.
	Change Shift Charged To	Edit the venue an individual shift is charged to after the fact, in the Hours Worked screen.
	View All Venues	View all venue rotas.
	Approve All / Own Venue Rotas	Approve or reject rotas.
Templates	Create / Edit / Delete All Venues	Create, edit and delete rota templates for all venues.
Templates	Create / Edit / Delete Own Venue / Venues	Create, edit and delete rota templates for own venue / venues*.

Staff

Manage staff HR profiles within Kobas.

Permission name		Users with this permission will be able to…
Current Staff	Reset Access Levels	Edit the User Access Level for someone below their seniority level.
	Edit All Pay Details	Edit pay information for all staff. This is required to see the Financial Module of the Rota Creator (for all venues).
	Edit Own Venue / Venues Pay Details	Edit pay information for own venue / venues* staff.
Details (The permission General > View All or Own dictates whose details can be edited)	View / Create / Edit / Delete*	View, create, edit and delete full staff profiles (including HR sections in conjunction with last three staff permissions) of staff who have a lower seniority level, as defined in the "Staff User Permission Level" menu. Staff will also not be able to see their own full profile except Administrators who can. With this permission, staff can Reset the EPOS PIN of those on the same/higher seniority level. Staff with this permission level will also be able to reset Cloud passwords for lower level staff.
General	View All Staff	View the staff list (ie. venue, name, picture and phone number) for all venues.
	View Own Venue / Venues Staff	View the staff list (ie. venue, name, picture and phone number) for own venue / venues*.
	Edit Staff Permissions
	View All Pay Details	View pay details of all staff (not edit). This is required to see the Financial Module of the Rota Creator (for own venues).
	View Own Venue / Venues Pay Details	View pay details of all own venue / venues* staff (not edit). This is required to see the Financial Module of the Rota Creator (for own venues).
Onboarding	View / Create / Edit / Delete	Full access to the onboarding process for new starters, and view access to the HR sections of the staff profile.
Performance (The permission General > View All or Own dictates whose details can be edited)	View / Create / Edit / Delete	Full access to the performance management section of the staff profile.
Recruitment	View / Create / Edit / Delete	Full access to the recruitment platform job adverts.

Your Customers

Settings that manage access to your customer database within the cloud.

Permission name		Users with this permission will be able to…
Customers	View	View the customer database.
Customers	Create / Edit / Delete	Make edits in the customer database.
Gift Cards	Manage	Allows access to the cloud menu: EPoS > Gift Card Manager.
Loyalty Campaigns	Manage	Manage the creation, amendment, deletion of loyalty campaigns and the codes.
Reservations	All (View)	View all reservations across all venues.
	All (Create / Edit / Delete)	Create, edit and delete all reservations across all venues.
	Own Venue / Venues (View)	View all reservations across own venue / venues*.
	Own Venue / Venues (Create / Edit / Delete)	Create, edit and delete all reservations across own venue / venues*.

Return to Training for Administrators.