In a small restaurant, one password that everybody knows seems practical. Until someone changes a price by mistake, deletes a whole category, or leaves the restaurant with access still in their pocket. Then you realise the problem was never trust in people. Any system without limits will go wrong sooner or later.
"Permissions mean I do not trust my team"
That is the most common objection, and it is wrong. Permissions protect the employee before the owner. A cashier who cannot edit prices will never be accused of editing them. A kitchen that cannot see profit figures will not have those figures travelling around the staff room. You are not saying "I do not trust you". You are saying "each role gets what the job needs".
Who needs what
This split suits most restaurants. Adjust it to your size.
- Owner: everything. Settings, branches, staff, prices, and payment details. This account is shared with nobody.
- Manager: the menu, prices, offers, order oversight, and the branch team, but not the restaurant's core settings or adding other managers.
- Cashier or front desk: receiving orders and updating their status, and seeing the details of the current order. No price or menu edits.
- Kitchen: seeing new orders and moving them to "preparing" and "ready". No need for full guest details or anything financial.
The rule: the least access that gets the job done
Start each new person with the minimum they need and add more when required, not the other way round. It is easier to grant access after a week than to take back access you gave on day one. And review the list every three months: whose role changed, and who no longer works here?
When someone leaves
- Disable the account the same day
Do not wait until month end. Open access for someone who no longer works for you is risk with no benefit.
- Change any password they knew
If there is a shared login for an outside tool, such as a social media account, change the password right away.
- Review their latest changes
Check that prices and offers are as they should be, especially if the departure was on bad terms.
Ordavya supports staff roles and permissions, so you can decide who handles orders, who edits the menu, and who can reach settings. Use them from day one rather than waiting for a mistake.
Take a sheet of paper now and write down everyone who has access to your system, and next to each name what they actually do. You will probably find one or two people with more access than they need.