Understanding and Activating Staff Control Codes
Staff Codes provide a valuable layer of accountability and permission management for your reservations. By requiring staff members to enter a code for certain actions, you can track who made changes and control which employees are authorized to perform specific tasks within the system.
Accessing Staff Code Settings
To configure staff control codes, follow these simple steps:
- Log in to your Libro Back Office using a manager or supervisor profile.
- In the My Restaurants menu, click the Settings button
- Select the Staff Codes sub-menu option.
Configuring Staff Control Settings
Within the Staff Codes settings, you'll find the following options:
- Staff control activation: Check this box to enable the staff code feature. Once activated, the system will begin prompting for codes based on your other configurations.
- Group Size: This field determines the threshold for what the system considers a "group reservation." If a reservation's party size is equal to or greater than the number entered here, it will fall under the "Group Reservations" category for permission settings.
- Timed unlock authorization codes: Enabling this feature allows you to set a duration (in seconds) for which an entered staff code remains active. During this time, the system will not prompt for a code again, facilitating workflows that involve multiple actions.
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Ask an authorization code for: This section allows you to specify which actions within Libro will require a staff code. Simply check the box next to each action you want to protect with code authorization:
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- Adding / Deleting / Modifying - Reservations: Requires a code when adding, canceling, or updating the Date and/or time, Number of people, or Status of reservations with a party size smaller than the Group Size defined above.
- Adding / Deleting / Modifying - Group Reservations: Requires a code when adding, canceling, or updating the Date and/or time, Number of people, or Status of reservations with a party size equal to or greater than the Group Size defined above.
- Blocking / Opening - Time Slots: Requires a code when blocking or opening time slots on the Libro dashboard, as well as when using the "Open day exceptionally" button on a closed date.
- Add reservations to closed time slots: Requires a code when a staff member attempts to create a new reservation for a time slot that is currently marked as closed.
- Changing table assignment: Requires a code when a staff member moves a reservation to a different table or modifies the table number within the reservation details.
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Managing Staff Members and Permissions
While the settings above control when a code is required, the staff management section allows you to determine which staff has permission or not to perform those actions.
- To add a new staff member: Click on the "Add a staff" button. A new section will appear where you can enter the staff member's Name and assign them a unique Code. Below these fields, you can then check the boxes next to the actions this staff member is permitted to perform.
- To edit an existing staff member: Click the pencil icon next to their name. This will open a similar section where you can modify their name, code, and permissions.
