Team Management

Every person who uses the POS needs an employee profile. The profile holds their POS passcode, the job roles they work and what each one pays, and what they’re allowed to do on the POS.

Open Employee > Team in the Back Office . It has three tabs:

Team - the employee list, salaried staff, and the auto clock-out time. This page covers it.
Job Roles - departments, job roles, and which POS actions need a manager.
Checklist - tasks staff must check off when they clock out.

The 7shifts connection card sits at the bottom of all three tabs.

Find an employee

The Staff heading shows how many employees match your filters out of the total, for example Staff (12/15). Each employee is a card with their photo or initials, name, and job roles. If they work at more than one location, the card also shows how many, such as 2 stores.

Narrow the list with the filters above the cards:

Search - matches the first name, last name, or display name. Press Cmd+K (or Ctrl+K) to jump to the search box, and Esc to clear it.
Role - matches part of a job role name.
Location - shows staff with a role at the selected location. It starts on your current location; choose - All - to see everyone across your locations. Staff with no role show under every location, so you can spot and fix them.
Status - Active or Inactive. The list shows active staff until you change it.
Access - Any access, Advanced Access, or Full Access.

Small badges on a card show the employee’s access:

A (orange) - Advanced Access.
F (green) - Full Access.
7 (red, crossed out) - the employee isn’t matched to a 7shifts user. Shows only when 7shifts is connected.

To add a photo, click the avatar on the card and upload an image.

Add an employee

Click + Employee.
Fill in the profile. The fields are described below.
Under Roles and Wages, click Add Role and choose at least one job role.
Click Save.

To edit someone, click their card. Change the fields and click Save.

Profile fields

First Name and Last Name - required.
Display Name - required. The short name printed on guest receipts. Many restaurants use a first name or nickname to protect staff privacy.
Passcode - required, digits only. The employee enters it to clock in and to unlock POS features. Leading zeros are kept, so 0042 stays 0042.
Employee ID - optional. Your own ID for matching this person in a payroll or HR system. It’s the first column in the Payroll download.
Phone and Email - optional. If the employee is linked to a 7shifts user, you can’t change the email here.

Access

Advanced Access - can close the batch, print the restaurant daily report, make credit returns, and use the advanced functions in Staff Self Service on the POS.
Full Access - can open any order, not just their own.
No Clock In - the employee skips clocking in and out. Use it for owners or managers who aren’t on a timesheet.

These three are set per person. What a job role is allowed to do, such as placing orders or approving manager actions, is set on the role in Job Roles.

Roles and wages

Give each employee one or more job roles. Each role belongs to one location, and the roles are grouped by location with your current location first. If you have more than three locations, the ones where the employee has no role are hidden until you click Show more locations.

Click Add Role on a location to add one of its job roles.
Enter the hourly wage next to each role.
Click the X next to a role to remove it.

Only the account owner and Back Office users with Can access wage and edit timecards see wages. Others can assign roles but don’t see the wage fields. See Users & Access.

If a role isn’t in the list, create it in Job Roles first.

Put an employee on salary

A salary adds a fixed amount to labor cost every day, whether or not the employee clocks in. While the salary runs, their clock-ins cost $0 and don’t count toward overtime. Leave salary off for hourly staff. They’re paid by their role wages.

The Salary section appears when you open an existing employee. You need manager access and wage access to see it.

Click the employee’s card and scroll to Salary.
Enter the Amount and choose Per Week, Month, or Year.
Choose the Effective date. It starts on today.
If the employee has roles at more than one location, set Split across locations as percentages. The split must add up to 100%.
Click Set Salary.

To end a salary, choose Stop Salary, pick the Stop from date, and click Stop Salary.

Backdated changes rewrite past reports. If the date is in the past, labor cost is recalculated for every day from that date on. Check I understand past reports will change to save.

The salary history under the form lists each change with its effective date. Future changes are grayed out. Click the trash icon to delete a change; the change before it then covers its days. A row reading Changed at another location was set at a different location, so you can’t delete it here.

Salaried Staff

The Salaried Staff card lists everyone on salary at this location today, with the amount and the start date. Click a name to change or stop the salary. If someone was deactivated but their salary is still running, the card flags them with Deactivated, but the salary is still running — stop it. Deactivating an employee doesn’t stop their salary, but deleting them does.

Deactivate, reactivate, or delete an employee

Deactivate employees who leave. An inactive employee can’t sign in to the POS or clock in, and their timecards and sales history stay in your reports.

Click the employee’s card.
Under Danger Zone, check Confirm deactivating this employee.
Click Deactivate.

To bring someone back, set the Status filter to Inactive, open their card, check Confirm activating this employee, and click Activate.

You can permanently delete an inactive employee who has no timecards from the past year. Open their card, check I understand this action is irreversible, and click Delete Employee. If they clocked in during the past year, the delete fails. Leave them inactive instead.

Download the employee list

Click CSV or PDF to download the staff shown on screen. The download respects your filters and location. With one location selected, it lists only that location’s roles and wages.

The columns are First Name, Last Name, Receipt Display Name, Employee ID, Phone, Email, DOB, Passcode, Roles, and Wages. The download buttons appear only for users with wage access.

Set the auto clock-out time

Staff who forget to clock out leave a timecard open, and that inflates labor cost. Under HR Settings, choose an Auto Clock Out Time between 9:30 PM and 4:30 AM, or Never, and click Save. The default is 3:30 AM.

At that time each night, Selflane clocks out every timecard that has been open for at least an hour. You get an email naming the staff it clocked out, so you can correct their clock-out times in Timesheets. To stop that email without turning off auto clock-out, see Email Preferences.

Choose a time after your latest closing shift ends. A time that’s too early clocks out staff who are still working.

If you use 7shifts

When 7shifts is connected, the Team tab adds a few tools to keep the two systems matched:

Add new employees here, not in 7shifts. Your 7shifts plan may not send changes back to Selflane.
Sync - pulls the latest users from 7shifts.
Unsynced 7Shifts users - active 7shifts users with no Selflane employee. For each one, click Merge to link them to an existing employee, or Import to create a new employee from them. If a user shouldn’t be there, delete or deactivate them in 7shifts, then click Sync.
Matched 7Shifts users - when you edit an employee, the bottom of the form shows the 7shifts users linked to them. You may see more than one if you have several 7shifts company accounts.

Job Roles - create roles and set which POS actions need a manager.
Checklist - clock-out tasks by role.
Timesheets - review and edit timecards.
Payroll - hours and wages for a pay period.
7shifts - connect scheduling and labor.
Users & Access - give Back Office users wage access.