The Dines Knowledge Base

Functions

Roles, Profiles and Time & Attendance

Learn all about how to set up Roles, Profiles and Time & Attendance on Dines with this in-depth guide.

Roles, Profiles and Time & Attendance

Roles & Profiles on Dines help you keep your venue organised by managing staffing, controlling access, and monitoring Time & Attendance. Using these tools, you can create individual staff profiles, assign them to bespoke roles (e.g., “Manager” or “Staff”), and record the time spent by employees on shift.

Below, we will take a deep dive into Roles, Profiles and Time & Attendance on Dines, and show how your venue can use them effectively.

Roles

Profiles

Time & Attendance

Hourly Rates Presets

Roles

Roles represent specific positions that can be assigned to members of your team, which declare what parts of the system they will have permission to use. This feature of Dines can come in handy for teams large and small, whether your venue has a handful of staff, or hundreds with clearly defined roles.

For example, perhaps you have fifteen regular Staff members, two Supervisors and one Manager. You might prefer granting reporting access only to the Manager while restricting it to Staff members. Similarly, you might choose to limit reporting access for Supervisors, while still permitting them to refund orders and edit stock. All of this is possible with Roles on Dines.

By default, our system assigns four roles to accounts: Admin, Manager, Supervisor and Staff. To view and edit any of these roles, as well as create custom roles, navigate to Settings > Team > Roles.

Before we dive into creating custom roles, please take a moment to review the table below, which outlines the standard permissions associated with each of the aforementioned roles.

For more information on what every point means, please consult our guide on PIN Protection here.

	Admin	Manager	Supervisor	Staff
Remove Items From An Order	✓	✓	✓	X
Void Order	✓	✓	✓	X
Refund Order	✓	✓	✓	X
Bulk Action Orders	✓	✓	✓	X
Close Order Early	✓	✓	✓	X
Table / Locations	✓	✓	X	X
Basic EPOS	✓	X	X	X
Manual Reductions	✓	✓	✓	X
Remove Service Charge	✓	✓	✓	✓
General Reports	✓	✓	X	X
Payout Reports	✓	✓	X	X
Create a Profile	✓	X	X	X
Create a Role	✓	X	X	X
Change PIN Protection Settings	✓	X	X	X
View/Edit Timesheets	✓	✓	X	X
Manage Team Hourly Rates	✓	X	X	X
Toggle Services On/Off	✓	✓	X	X
Payouts	✓	✓	X	X
CloudPRNT Printer	✓	✓	X	X
Reset Device ID	✓	X	X	X
Service Charges and Other Fees	✓	✓	X	X
Redeemables	✓	✓	X	X
Apply Redeemables	✓	✓	X	X
Tipping Configurations	✓	X	X	X
Toggle Service Message / Busy Mode	✓	✓	X	X
Dynamic Messaging	✓	✓	X	X
Venue Details	✓	✓	X	X
Stock and Visibility	✓	✓	✓	X
Menu Editing	✓	✓	X	X

All of the above can be changed to suit your preferences by clicking the “Edit” button next to each Role. When on the next page, simply select or de-select the permissions which you would like to allow the Role in question.

There is a brief description beneath each Permission to give you an overview of its function. For a more comprehensive understanding however, please refer to our PIN Protected Permissions article mentioned above.

You do not have to stick to the four standard roles that come with Dines, though. It is entirely possible to customise and create bespoke roles to better suit your business!

To do this, select “New Role” at the top right of Settings > Team > Roles.

From here, you can name your Role and add a description at the top right, and then proceed to select the various permissions you would like to allow. Just don’t forget to click the “Save” button when you’re all done!

Profiles

Now that you’ve chosen, edited or created some Roles, it’s time to assign these to Profiles. It’s very easy to create Profiles for every staff member at your venue, as well as assign them unique PIN codes and the roles mentioned above.

To start creating Profiles, please navigate to Settings > Team > Profiles.

Let’s create your first Profile. When you click on “New Profile” at the top right, a pop-up box will appear on your screen.

Here, you can fill in and select the following details about the member of staff;

Name: It’s useful to use both their first and last names so that they are easier to identify.

Contact Number: If you have the person’s contact number, the Profile section can be used as an quick to way to access this information if you ever need to get in touch with an employee.

Pin Code: The desired PIN for this person. Should this be left blank, a random PIN will be assigned. To see the randomised PIN, simply click “Edit” on the right side of the person’s row in the main Profile screen.

Time & Attendance Tracking: We will cover this further below, but for now, activating this will let you track the employee’s time and attendance, as well as allow you to select their Hourly Pay Rate.

Roles: Exactly as described in the previous section of this article! You can now click and select whichever Role you wish to assign this staff member to.

When you have filled in everything required, click “Create” at the bottom of the page, and you’re done!

Now whenever the employee is using Dines, they can log in using their unique PIN number. To do this, all they must do is tap “No User” at the top right of EPOS, and log in using the aforementioned PIN.

If the user has Time & Attendance Tracking enabled, and Prompt Login is active on your account (Settings > Team > PIN Protection) they will be prompted to Clock In. Once clocked in, their shift will be tracked on Dines.

Note: “Prompt Login” is different from PIN Protection. Though both require a PIN code to bypass screens, Prompt Login is specifically designed to ensure that your staff are logging into Dines, therefore activating tracking in the process. On the other hand, PIN Protection, as mentioned earlier in the Roles section, limits access to sensitive information for different levels of employees but it will not track all actions taken by employees.

Let’s look further into how your employees can Clock In, and how you can benefit from Time & Attendance tracking now.

Time & Attendance

To get to Time & Attendance, navigate to Settings > Team > Time & Attendance. Here, you will be greeted with several options for fine-tuning exactly how you’d like your Time & Attendance tracking for employees to function. We will outline these options below;

Enable Time & Attendance Tracking: Activate this option if you wish to record time spent by employees on shift, including start and end times, and breaks.
Hourly Rates Presets: This feature enables you to establish predefined hourly wage settings for different teams in your venue. For instance, if all Waiting Staff members are paid the same hourly rate, you can create a preset to streamline the process, eliminating the need to set individual rates for each staff member. This will also unlock a new Hourly Rates Presets option on the left-hand menu.
Are Breaks Paid or Unpaid?: You can choose here if you would like to compensate staff for their breaks or not.
Auto-clock out: This provides the ability to automatically clock out staff in case they forget to do it manually. The default setting is 24 hours, but you can also choose 12 or 18 hours if you wish.
Which employees do you want to track time & attendance for?: Now you can start tracking your staff. To get started, click the green button on the right. This will open a pop-up window with a checklist of the staff members you want to track. Click "Track Employees" at the bottom right of the pop-up, and the tracking will commence.

Now that you have activated Time & Attendance tracking for the above staff members, they will be prompted to begin their shift every time they log in to EPOS. They will also have the ability to take breaks while logged in by tapping “On Shift” at the top right of the screen.

Whenever they take breaks, they will be logged out of EPOS, but Time & Attendance tracking will continue. The employee can then commence working by logging back in using their unique PIN code.

Hourly Rates Presets

If you have “Hourly Rates Presets” enabled in the Time & Attendance page, this option will appear within the Team category in Settings.

This is where you can set presets for various hourly rates between employees. To create a preset, simply click “New Hourly Rate Preset,” which will open a pop-up window such as below.

Here, you can input basic information about the preset you wish to create. You are given the option to enter an easily identifiable name for the preset, e.g., “Waiting Staff” or “Supervisors,” assign an hourly rate (no need to type the “£” sign), and then select employees who should be assigned this wage preset.

Once you click “Create,” the employee’s Time & Attendance will now be tracked with your assigned Hourly Rate Preset.

Roles, Profiles and Time & Attendance

Learn all about how to set up Roles, Profiles and Time & Attendance on Dines with this in-depth guide.

Roles, Profiles and Time & Attendance

Table of Contents

Roles

Profiles

Time & Attendance

Hourly Rates Presets

Further Reading