Overview
:::info The User Management Module is active by default for each customer and not cancellable or bookable. :::
The User Management module controls who can access servEase and what they can do — at the POS terminal on-site via PIN or remotely via the app. Granular, role-based permissions ensure every staff member sees exactly what they need, and nothing beyond that.
Core User Management Features
Feature | Description |
Role-based permissions | Define exactly which areas of servEase each role can access — fully configurable per tenant |
PIN login for POS | Fast 4-digit PIN authentication at the cash register — no internet login required |
App & web access | Email + password login for staff who need remote or off-site access via the servEase app |
Full access control | Permissions are granted per employee and per access point individually — no all-or-nothing settings |
Audit log | Every action in servEase is logged and attributed to the staff member who performed it |
Access Types
servEase supports two access paths — each suited to a specific work context.
POS Terminal (PIN login)
Used exclusively at the on-site cash register. No internet login required — staff authenticate with a personal 4-digit PIN, allowing quick switching between employees during service.
Fast PIN login
Automatic session lock after inactivity
No password required
App & Web Access (Email + password)
For staff who need to access servEase from home or on the go — with email and password authentication. Only areas the employee has been granted access to are visible.
Accessible from anywhere
Email + password authentication
Only permitted areas visible
Staff Management
All employees are managed directly in servEase — no external tools required.
Creating employees: Name, role, and access type can be set up in seconds — the employee is immediately ready to use.
Assigning roles: Choose from predefined roles or configure individual permission combinations for any use case.
Enabling & disabling access: Employees can be deactivated at any time — e.g. upon departure or end of a seasonal contract.
PIN management: Each employee sets their own PIN — the administrator only sees whether a PIN has been set, never the PIN itself.
Multi-venue support: If operating multiple locations, the same employee can be registered at different venues with different roles at each.
Permissions
Permissions are granted at role level and can be overridden per individual employee. The following matrix shows example configurations for typical hospitality roles.
Area | Owner / Admin | Service | Kitchen | Accounting |
|---|---|---|---|---|
RESERVATIONS | ||||
View reservations | ✓ | ✓ | ||
Create & edit reservations | ✓ | |||
Cancel reservations | ✓ | |||
GUESTS | ||||
View guest profiles | ✓ | ✓ | ||
View personal data (PII) | ✓ | |||
POS | ||||
Take orders | ✓ | ✓ | ||
Close bills | ✓ | ✓ | ||
Apply discounts | ✓ | |||
REPORTING | ||||
View revenue reports | ✓ | ✓ | ||
View payment type statistics | ✓ | ✓ | ||
View staff reports | ✓ | |||
SETTINGS | ||||
Edit products & menu | ✓ | |||
System settings | ✓ | |||
User management | ✓ |
All roles are fully configurable. The matrix above is an example configuration.
Typical Role Examples
Service
Allowed | Blocked |
|---|---|
View reservations | Edit or cancel reservations |
Read guest profiles | View personal guest data |
Take orders | Apply discounts |
Close bills | View reports |
Accounting
Allowed | Blocked |
|---|---|
View revenue reports | View personal guest data |
Payment type statistics | Operate POS |
Invoice export | Manage reservations |
Change settings |
Kitchen
Allowed | Blocked |
|---|---|
View order tickets (KDS) | View guest data |
Update course status | Operate POS |
View reservations | |
Access reports |
Security
PIN login at POS: Every POS user authenticates with their own 4-digit PIN — fast, secure, no typing passwords during service.
Auto-lock: After inactivity, the session is automatically locked — preventing unauthorized access at an unattended terminal.
Audit log: Every action in servEase is logged — who booked, changed, or cancelled what, and when.
Granular permissions: Access rights are assigned per employee and per access point individually — no blanket roles with excessive permissions.
:::danger Pricing
DO NOT QUOTE FROM THIS PAGE Quotable pricing information can be found only at Pricing & Packages :::
:::info Known Issues