With Dines, you can lock certain parts of the app behind PIN Protection. In this guide, we walk you through how to do exactly that, and explain what each PIN Protection setting means.
PIN Protected Permissions
PIN Protected Permissions on Dines allow you to implement an added layer of security and control for your venue. If you would rather certain features of the Dines app be available only to senior staff - for example; Reports, Payouts and Tipping configurations - you can add PIN protection to limit access.
The settings we will go through can be found by navigating to Settings > Team > PIN Protection. This guide will focus on PIN Protected Permissions only. Please refer to our Team Settings guide for help with other PIN Protection features.
It's important to note that if you enable any of the following options, a pop-up will appear for the selected feature, requiring anyone to enter a PIN regardless of their access level. Only those with the correct authorisation will be able to access the feature.
Note: The Admin PIN will have been set up by yourself when creating your Dines account. To change this PIN, please contact us at care@dines.co.uk.
By default, "Reports" permissions are safeguarded for new accounts. However, we always advise to thoroughly review and determine which specific areas of the system you wish to restrict access to. Luckily, the guide below will help with exactly that!
Order Management
- Remove Items From An Order: Toggling this setting will prevent staff making unauthorised item removals from an active unpaid order. This will help to maintain order accuracy, and allows ensuring that all relevant staff, e.g. kitchen staff, are informed of order changes.
- Void Order: Similar to the above, activating PIN Protection for Void Order will prevent orders from being struck off. This can prevent accidental or unauthorised voiding of orders, for example, when a customer cancels an order or requests significant changes.
- Refund Order: Activating this will prevent unauthorised users from refunding orders, allowing you to delegate this responsibility to supervisors or higher-ranking staff.
- Bulk Action Orders: PIN Protecting Bulk Action Orders will limit staff from using features such as “Bulk Order Away” on the Live Orders tab.
- Close Order Early: This feature also relates to the Live Orders tab, where staff are blocked from inadvertently closing orders prematurely, for example, before they are ready to be served to customers.
- Table / Locations: Toggling this setting will block users from modifying your venue’s Table / Locations tab, which can be found in Settings (Admin on iOS) > EPOS > Tables/Locations. This will prevent the adding, editing or deletion of tables and locations at your venue.
EPOS
- Basic EPOS: This adds PIN Protection to basic EPOS actions, such as taking customer orders and payments.
- Manual Reductions: Toggling PIN Protection for Manual Reductions will prevent unauthorised users from making manual reductions to orders, meaning they will need to seek approval from a higher-ranking staff member to perform this action.
- Remove Service Charge: Activating this will stop unauthorised users from removing the Service Charge from a bill.
Reports
- General Reports: With General Reports protected, certain users will be blocked from seeing anything in the Reporting tab. This includes Activity Summaries, VAT Reports, Analytics, Tipping Reports, Invoices, etc.
- Payout Reports: Limiting only Payout Reports will trigger a PIN request when users try to view Payouts from Dines.
Team Management
- Ability to Create a Profile: If you wish to limit who can create, edit or delete Team Member Profiles, you can enable this option for PIN Protection. Profiles can be found by navigating to Settings (Admin on iOS) > Team > Profiles.
- Ability to Create a Role: Similar to the above, adding Permissions to this will limit who can create or edit roles such as Admin, Supervisor, Staff, et cetera. Roles can be found by navigating to Settings (Admin on iOS) > Team > Roles.
- Ability to Change PIN Protection Settings: Add PIN Protection to the very page you are viewing now! If you prefer only authorised users to access PIN Protection settings, you should enable this.
- Ability to View and Edit Team Timesheets: Enabling this function will restrict the ability to view and edit staff timesheets to authorised individuals. Timesheets can be found under Admin > Team > View Timesheets on the Dines iOS app, or under its own tab on the Dines web app.
- Ability to Manage Team Hourly Rates: This blocks access to Hourly Rates Presets for unauthorised users. Hourly Rates Presets can be found in Settings (Admin on iOS) > Team > Hourly Rates Presets.
Operations
- Ability to Toggle Services On/Off: If you wish to limit who has authority to enable/disable services such as Table Service, Collection and Home Delivery, you should enable this. Services are under Settings (Admin on iOS) > Mobile Ordering > Service.
- Payouts: This function will restrict access to Payout Settings for your venue, which includes sensitive bank account information. To edit Payout Settings, head to Settings (Admin on iOS) > Venue > Payout Setting.
- CloudPRNT Printers: Limit who can edit your Printing settings via Settings (Admin on iOS) > Operations > Printers. This includes modifying what your printed receipts will show, and how your printer interacts with Dines.
Checkout Settings
- Service Charges and Other Fees: Activating this permission will restrict users from updating and editing Service Charges.
- Redeemables: This will tighten permissions on who can create, edit or delete Redeemables, such as Discount Codes, Prepaid Tabs and Vouchers, via the “Checkout” tab in Settings (or Admin if you are on iOS).
- Apply Redeemables: Enabling this feature will initiate a PIN request each time a staff member tries to apply a Discount code to an order, before finalising the payment at the EPOS checkout screen.
- Tipping Configurations: This relates specifically to Tipping, and whether unauthorised staff members can edit or create new Tipping Configurations. To access Tipping Configurations, head to Settings (Admin on iOS) > Checkout > Tipping.
Customer Communications
- Ability to Toggle Service Message / Busy Mode Message On/Off: This restricts access to Customer Messaging, e.g., what messages display on Mobile Ordering when your venue reaches its order limit. These messages can be edited by going to Settings (Admin on iOS) > Mobile Ordering > Customer Messaging.
- Dynamic Messaging: In the same section as above, this will limit who can edit customer-facing messages such as Thank You Messages and Ordering Instructions.
Venue Settings
- Venue Details: Enabling PIN Protection for Venue Details will prevent unauthorised staff from editing the information below, including your venue’s description and contact details.
Menu
- Stock and Visibility: This will restrict unauthorised staff from marking items as in or out of stock, or enabling/disabling them.
- Menu Editing: Adding PIN Protection to Menu Editing will limit the wide-scale editing of everything on your menu (e.g., creating new items or changing prices), which can be found in the “Inventory” tab on the Dines web app, or Admin > Inventory > Manage Inventory on iOS.
Setting Role-Specific Permissions
The PIN Protection Settings mentioned above are also available for customisation within any of the Roles within your venue. This allows you to finely tune and specify who has authorisation for particular functionalities at a Role-level (e.g., Staff, Manager, Supervisor).
To edit the permissions for a specific role or create new roles, you can navigate to Settings (Admin on iOS) > Team > Roles. Here, you can create a new role by selecting “New Role,” and “Edit” to the right of any role to edit role-specific permissions.
Thank you for reading through our guide on PIN Protected Permissions! If you have any questions or feedback, please do not hesitate to contact us at care@dines.co.uk or just use our Live Chat. We’re always happy to help.