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Adding a new user or modifying a new user in SpotOn Restaurant POS can be done quickly once you know where to go and how to do it. Typically this is a owner/management function but these rights can be granted to any job position necessary under the Job Positions tab in the Back of House (BOH). Anyone with this permission does need credentials to access the BOH. For assistance with this please contact your SpotOn dealer or SpotOn Restaurant Support.

Follow these simple steps to add a new user that does not need BOH access:

  1. Access the BOH

  2. Click on "Users"

  3. Click the + sign at the bottom left

  4. Type in the First Name of the user in the top box & press Enter

  5. Type in the Last Name of the user in the top box & press Enter

  6. Enter any additional information that you would like record of. These fields are optional and if you prefer you can skip to step 7.

  7. Scroll to the bottom of the page and click on "Edit Assignments"

  8. Click on the gray box with the new users name in it

  9. Click on "Add Location"

  10. Click on the location and then click "OK"

  11. Type in the login code that they would like to use to clock in & login and click anywhere in the black section

  12. If using swipe cards, type in the swipe card number in the 2nd box and click anywhere in the black section

  13. Click on the location name in the blue box to the right

  14. Click on "Add Job Position"

  15. Click on the job position and click "OK"

  16. Enter in their payrate

  17. Click anywhere in the black section and your all set

Note that multiple job positions can be added for each user each with different payrates.

To add a user that needs BOH access, you will need to enter their email in the email field on the first page. Additionally you will need to contact your SpotOn dealer or SpotOn Restaurant Support to grant them access to the BOH.

To modify an existing user you can follow these simple steps.

  1. Access the BOH

  2. Click on Users

  3. Click on the user to be modified

  4. Update any information on the first page as necessary

  5. To update their login code, click on the location at the bottom of the page

  6. Update their number and click anywhere in the black section - you're all set

  7. To update their payrate, click on their job position at the bottom of the page

  8. Update their payrate and click anywhere in the black section - you're all set

Finally - to terminate a user/employee, follow these simple steps

  1. Access the BOH

  2. Click on Users

  3. Click on the user to be terminated

  4. Scroll down to the Payroll Information section

  5. Enter in the Termination Date of the user

  6. The user will now be moved to the Terminated Users section and will not show up under the Active Users

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Updated: Dec 13, 2022

The above video shows how to create and use Adjustment Reasons.

Adjustment Reasons are very useful when wanting track why items are being voided.

Many times we see that only a few reasons are created and then owners & managers are left to asking their staff why something was actually voided. Unfortunately, either the staff doesn't remember or even worse, they are trying to hide something.

To have better control and stop the guessing, it is best to create as many of these adjustments reasons as necessary. Now we all know that you can't predict every reason an item may need to be voided, but you can certainly get pretty close.

Here are some of the most common & one not so common, but kinda funny, adjustment reasons that we've seen to be useful:

  • Server Error

  • Kitchen Error

  • 86'd

  • Customer Did Not Like

  • Customer Walked Out

  • Customer Paid with Cash so I Voided the Check So I Could Steal Your Cash - Ok...we actually never used this one but sure wanted to :)

Additionally these adjustments reason can be applied to Paid In & Paid Outs to gain even more control of where your money is going within your restaurant.

And remember that the ability to void can always be revoked within the Job Permissions section. In most cases, only managers are allowed to void. One really cool feature within SpotOn reports is that you can see which staff member requested the void and which manager approved the void. This can really help if suspect some team foul play is going on.

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