Staff & roles
The right screen
for every role.
Give each person on your team their own login and a role. The cashier opens straight to the till, the kitchen to its tickets. You decide who can give a discount, and refunds need a manager to approve.
Staff at a glance
- 12 roles
- Built in, from owner to delivery rider
- 44 permissions
- Switched on or off per role, or per person
- GPS + photo
- Saved with every attendance check-in
One team, one system,
clear rules.
Staff & roles is where you decide who works in your outlet and what each person can do. Every staff member gets their own login, and their role sets the screen they land on and the actions they can take.
Twelve built-in roles cover the usual jobs: owner, manager, supervisor, cashier, waiter, kitchen, barista, delivery, warehouse, production, HR admin and finance. Need something else? On Business you can build your own roles from the same 44 permissions.
Shifts and attendance live in the same place. Cash is counted in and out of every shift, and each check-in saves a GPS location and a photo, so you always know who opened the till and when.
How it works.
- 01
Invite your team
Create an invite code for each new staff member. They join your business with a login of their own.
- 02
Pick a role
Choose one of the 12 built-in roles. Each one opens straight to its own screen: the till, the kitchen tickets or the day’s numbers.
- 03
Adjust the switches
Turn single permissions on or off for one person. On Business, build a custom role from scratch.
- 04
Start the shift
Staff check in with GPS and a photo, count the opening cash and start selling. At close, the count is checked against the expected cash.
What’s inside.
Roles, permissions, shifts and attendance, in the same system as your till.
12 built-in roles
From owner to delivery rider. Each role lands on the screen it needs, with its permissions already set.
44 permissions
Sales, discounts, refunds, stock, reports, settings and more. Each one is a switch you can turn on or off.
Custom roles
Start from a base role and pick exactly the permissions you want. Available on Business.
Shifts and cash control
Opening cash, cash in and out during the shift, and a closing count checked against the expected cash.
Attendance with GPS and a photo
Staff check in and out on their own device. Each entry saves the time, the location and a photo.
Approvals and audit log
Discounts need permission and refunds need a manager to approve. The audit log shows who did what.
Which plans include it.
Staff logins are unlimited from Micro, with no fee per staff member. The Free plan covers the owner and one cashier.
See all plans- Free
- Owner + 1 cashier
- Micro and Pro
- Unlimited staff logins, shifts with cash control and shift reports, built-in roles with per-staff switches
- Business
- Everything in Pro, plus custom roles
- Staff PINs
- Soon, from Micro
- Attendance
- Pro and Business, with GPS and a photo at check-in
Works with the rest of the floor.
Questions about staff and roles.
Anything else? Book a demo and ask us on the call.
How many staff can I add?
On Micro, Pro and Business, as many as you need. There is no fee per staff member. The Free plan has two logins: the owner and one cashier.
Can I change what one person can do without changing the whole role?
Yes. Every paid plan lets you switch single permissions on or off per staff member. On Business you can also build custom roles.
Who can give discounts and refunds?
Discounts need permission, so only the roles you allow can apply them. A cashier can request a refund, and a manager approves it. The audit log shows who did what.
How does attendance work?
Staff check in and out on their own device. Sansflow saves the time, their GPS location and a photo, and you see every entry on the attendance calendar.
What happens to the cash at the end of a shift?
The cashier counts the closing cash. Sansflow compares it with the expected cash from the shift’s sales and cash movements and shows any difference.
Can staff log in with a PIN?
Staff PINs are coming soon. For now, each staff member signs in with their own login.