Feature: User Management

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

Deeper Troubleshooting :::