Administrator

You keep JupitaPos working for everyone else: the right people can sign in, each with the right role; every till is approved and set up; staff records and PINs are correct; and nothing suspicious goes unnoticed. You do not sell, take money or handle stock — those screens are not in your menu.

Who this manual is for

• System role: Administrator (administrator) — users, roles, terminals, settings, staff records, the menu’s structure, security and the audit trail. Not sales or cash.
• In the pictures: Irene Admin, the administrator of Jupita Restaurant Demo, working for both branches. Grace is the owner and Moses the branch manager at Kampala — Kololo.
• Where you work: in the office at a laptop, and at the tills when you set up a new device. Most of what you do is sensitive: sign in with your e-mail and password (never a PIN) and use two-step sign-in.

A day at work

1. Sign in with your password and two-step code — Sign in, your name › Active Sessions.
2. Read your notifications and the security alerts — Read notifications, Work a security alert.
3. Approve any new till that is waiting — Approve a new till, Approve, restrict and revoke a till.
4. Set up the new starters: staff record, PIN, user account and role — Add an employee, Set an employee’s PIN, Add a user and give them a role.
5. Close the accounts of leavers — Suspend a user, Change an employee’s status.
6. Help people who cannot sign in — Require two-step sign-in and reset it, See and end sign-in sessions.
7. Correct missed punches and decide leave, if your business gives you that job — Correct attendance, Approve leave.
8. Check the system’s health and the background jobs — Read the System status page, Retry or discard a failed job (in the Help Center inside JupitaPos).
9. Look through the audit trail for anything unusual — Search the audit trail.

Guides you will use

Accounts and roles

• Add a user and give them a role — you can only grant roles whose permissions you hold.
• Create a custom role — for a job no system role fits.
• Work in a branch and give people access to it.
• Suspend a user.
• Require two-step sign-in and reset it.
• See and end someone’s sign-in sessions.
• Reset a forgotten password — what the person does themselves.

Tills and devices

• Install JupitaPos on a Windows till or laptop, on Android, on an iPad or iPhone.
• Register this device as a till and approve a new till.
• Approve, restrict and revoke a till — branch and role restrictions.
• Prepare a till for offline use.
• Update to a new version.
• Receipt and kitchen printers — how printing works on each device.
• Connect a fingerprint or card clock.

Staff records

• Find a member of staff and read their profile.
• Add an employee — personal details yes; pay rates belong to those with pay permission.
• Set an employee’s PIN.
• Change an employee’s status or archive them.
• Set up positions, departments, leave types and rules.
• Correct attendance and approve overtime.
• Approve or reject leave.

The business’s set-up

• Find the business settings — what is changed where.
• See the outlets and production stations.
• Taxes and service charges — you can read them; the owner or accountant changes them.
• Add a store, units and conversions, see the stores, which store an outlet uses.
• Add a menu item, organise the categories, create a modifier group, build a meal deal, schedule a menu — prices are set by a manager.

Practising in training mode

• See who practised and clear the practice — the Training page: sessions, orders and Clear training data (practice older than the retention days is cleared every night).

Security and audit

• Work a security alert and set the alert rules.
• Search the audit trail, read an audit record, verify its integrity.
• Give an auditor access to the audit trail — the owner grants the Auditor role.

The system

• Read the System status page and the Background jobs screen (in the Help Center inside JupitaPos).
• Retry or discard a failed job (in the Help Center inside JupitaPos).
• Understand “busy” and what to check (in the Help Center inside JupitaPos).
• The server itself — backups, recovery, upgrades, Redis and DirectAdmin (in the Help Center inside JupitaPos) — is the job of the person who runs your server; you can read their manuals.

Your own time

• Clock in and out, see your shifts and hours, ask for leave.

Rooms, if your business has them

• Switch rooms and room service on or off — in Modules; switching off is refused while stays are going on.
• Pause new room bookings — stop new bookings for a pilot or a closure without touching guests in house.
• The front office’s roles — Front Office Manager, Receptionist, Housekeeping Supervisor, Housekeeper — hold room permissions you do not hold, so the owner or a general manager gives them (Add a user and give them a role); you create the accounts. The role manuals: Receptionist and front office, Housekeeper and housekeeping supervisor, Room-service attendant and runner.
• Troubleshoot the rooms module — what the desk will ask you about.

Quick reference

Getting help

• The owner decides who may have which role, approves custom roles that carry money or accounts permissions you do not hold, and grants the Auditor role.
• The branch manager tells you what a new starter needs and where they work.
• Your JupitaPos provider (or whoever runs the server) handles the server, backups, upgrades, and the business name, currency, time zone and branches.
• The Help Center: Help & Training › Role-Based Manuals in the menu, with a search box; the ? button, Help for this screen, opens the manual for the screen you are on. See Find help: the Help Center.
• Troubleshooting you will need most: in Add a user, Approve a new till, Sign in with your PIN (what staff run into), Set an employee’s PIN and Retry a failed job (in the Help Center inside JupitaPos).

Manuals you can also read

• None: the other role manuals are for jobs with permissions this role does not hold.

What you can do

These are the Administrator role’s permissions. Almost all of them are sensitive (●): sign in with your password to use them. You can only grant a role, or put a permission in a custom role, if you hold it yourself.