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Invite your team

Every person who works in OrderUp — owner, manager, server, line cook, dishwasher — is an employee record under your business. Adding them once gives them everything they need: a way to clock in on the POS, a pay rate for payroll, and the right level of access to Management.

Where to add employees​

Sign in to Management and open Staff → Employees. Click Add employee (or Invite employee if they need access to Management as well as the POS).

Fill in:

  • First and last name
  • Job title — The role they'll perform on shift (Server, Line Cook, Manager). Job titles are configured under Staff → Jobs and drive scheduling and pay rates.
  • Hourly pay rate — Used for time card and payroll reports.
  • Employee number (optional) — Useful if you migrated from another POS.
  • PIN — A 4-to-6 digit code the employee will use to sign in on the POS. PINs must be unique within a location. If you leave it blank, OrderUp generates one and the employee changes it on first use.

If the employee should also have access to Management (a manager who reviews reports from a laptop, for example), add their email and pick a role — see below.

PIN-only versus full account​

Not every team member needs a Management login. OrderUp supports two access models:

  • PIN-only — The employee signs in to the POS with their PIN. They never see Management. This is the right choice for most line-level staff: servers, cashiers, prep cooks, dishwashers.
  • Email + PIN — The employee has both: an email account for signing in to Management, and a PIN for fast access on the POS. This is the right choice for owners, GMs, and shift managers.

You can flip an employee from PIN-only to email + PIN at any time by adding an email address to their record. OrderUp emails them an invitation; once they accept, the same person record is linked to both surfaces.

If an Owner or Administrator signs in to Management without a PIN on file — for example, an owner who set up their account through self-onboarding rather than being invited — they're prompted to create one the first time they sign in, before they can continue. Every role except Accountant needs a PIN, since it's also what unlocks manager approvals (voids, comps, discounts) and the cash drawer. You can also set or change your own PIN anytime from Account → Security.

Roles at a glance​

Roles control what someone can see and do. The exact list depends on which add-on apps your business uses, but the staples are:

  • Owner — Everything in Management for every location, including billing.
  • Manager — Day-to-day operations for assigned locations: staffing, menus, voids, comps, reports. Cannot change billing or delete the business.
  • Server / Cashier — POS-only. Takes orders, sends to kitchen, accepts payment. Discounts, comps, and refunds typically require a manager PIN approval.
  • Kitchen — Kitchen Display only. Bumps tickets, marks items 86'd, cannot access cash or reports.

Roles are defined at the platform level and are read-only inside Management — your OrderUp admin contact can adjust the catalog of available roles if you have a special request, but most operators never need to.

Multi-location access​

If you operate more than one restaurant, when you invite someone you'll see a Locations picker. You can:

  • Grant access to a single location (a store-level server).
  • Grant access to several (a regional manager who covers three sites).
  • Grant access to all locations (an owner or director of operations).

Reports and schedules automatically scope to the locations a user can see.

What employees do next​

When you invite an email-based employee, they receive a message from no-reply@letsorderup.com with a one-click acceptance link. If the employee has a job title on file, both the email and the acceptance page show it alongside their role (for example, "Staff: Server") so they know what they're being added as. The link routes through identity.letsorderup.com to set their password (or sign in if they already have an OrderUp account from another business).

If their job title has onboarding documents assigned (a handbook, an ACH form, a policy acknowledgment), accepting the invitation takes them straight to signing the first one instead of the staff portal or Management — they land wherever they still have something to sign until they're through the list.

Back on Staff → Employees, each row shows where that person is in the process — no account yet, invitation sent, invitation expired, or active — and, once they've accepted, how many onboarding documents they've signed (for example, "2/3 docs").

PIN-only employees don't need to do anything before their first shift. On the POS, they tap their name and enter their PIN — they're in.

Removing access​

When someone leaves the company, open their employee record and choose Deactivate. This:

  • Disables their PIN so they can't sign in to the POS.
  • Revokes their Management access immediately.
  • Preserves their historical time entries, sales, and tips so reports stay accurate.

You can reactivate later if they come back.