Managing a busy floor requires absolute clarity on who performs key operational changes. Staff control codes provide a valuable layer of permission management, ensuring only authorized team members can modify critical elements of your system. This helps protect your daily operations while creating a reliable audit trail for every Guest Reservation.
Key Benefits of Staff Control Codes
Enhance Security: Restrict sensitive actions—like overriding reservation limits or modifying table configurations—exclusively to managers or senior team members.
Track Accountability: Know precisely which team member handled, modified, or canceled a specific Guest Reservation.
Reduce Errors: Prevent accidental overrides of closed time slots or critical table assignments during peak service hours.
How It Works: Restriction Logic
When an action is checked under the Restricted Actions list, any staff member attempting that action will be prompted by the system to enter their unique authorization code.
If Enable Access Duration is activated, entering a valid code keeps the terminal unlocked for the specified duration (e.g., 5 seconds). This facilitates smooth workflows when a staff member needs to perform multiple quick actions in succession without re-entering their code every single time.
Understanding the Permission Actions
When configuring your staff rules or setting up individual team member access, you can restrict or grant permissions for the following specific actions:
Adding, Deleting or Modifying Reservations: Requires a code when creating, canceling, or updating details (date, time, number of guests, or status) for a Reservation with a party size smaller than your defined Group Size.
Adding, Deleting or Modifying Group Reservations: Requires a code when creating, canceling, or updating details for a Reservation with a party size equal to or greater than your defined Group Size.
Blocking or Opening Time Slots: Requires a code when blocking or opening time slots directly on the Libro dashboard, or when using the option to exceptionally open a closed date.
Adding Reservations to Closed Time Slots: Requires a code when a staff member attempts to squeeze a new Reservation into a time slot that has been manually closed or restricted.
Changing Table Assignment: Requires a code when a user moves a Reservation to a different table or modifies the assigned table number within the Reservation details.
Waiving No-Show Fees: Requires code authorization to bypass or waive standard No-Show fees for a guest.
Charging No-Show Fees: Requires a code to authorize and process a No-Show penalty charge.
Blocking or Unblocking Tables: Requires a code to manually lock down or open specific tables on the floor plan.
Step-by-Step Instructions
Activating and Configuring Staff Codes
Log in to your Libro Back Office using a manager or supervisor profile.
In the My Restaurants menu, click the Settings button and select the Staff Codes sub-menu option.
Check the Activate Staff Code Rules box to enable the staff code feature.
Define your Group Size threshold (e.g., 8). Any Reservation meeting or exceeding this number will be treated under "Group" rules.
(Optional) Check Enable Access Duration and input your preferred time in seconds if you want a brief delay before the system locks again.
Under Restricted Actions, check the boxes next to the actions you want to protect with a code prompt.
Click the green SAVE button at the bottom of the screen.
Creating and Managing Staff Permissions
From the main Staff Codes screen, click the + Add a staff button located in the top-right corner.
In the form that appears, enter the staff member's Name and assign them a unique, personal Code.
Under the Has permission to: section, check the boxes next to the specific actions this team member is authorized to perform.
Click the green SAVE button to create the profile.
Note on Editing: To modify an existing staff member's credentials or update their permissions in the future, simply click the pencil icon next to their name in your staff directory list.
Best Practices for Staff Codes
Keep Codes Private: Instruct your team members never to share their personal authorization codes. Shared codes compromise the platform's accountability trail.
Tailor Permissions by Role: Grant hosts and floor staff standard permissions like basic modifications, while reserving administrative tools like Blocking or Unblocking Tables or adjusting No-Show fees for managers.
Audit Roles Regularly: Review your active staff list once a month to remove former employees and ensure promotional updates to codes are aligned with current roles.