Source: https://wpinplate.com/en/docs/team-and-permissions/

# Team, roles and permissions

Every staff member has their own WordPress account with WP InPlate permissions. Staff members don't need access to the WordPress dashboard – they sign in on the start screen and open the apps they are allowed to use.

The rule: everyone sees and does only what they need for their work.

## Adding a staff member

1. In the WordPress dashboard choose **Users → Add New User**.
2. Enter a username, an email and a password.
3. Choose **InPlate Operator** as the role. The KDS permission cards appear under the form.
4. Choose a profile: **Cook**, **Courier**, **Cashier** or **Manager**. You can also set the permissions by hand in the **Advanced permissions** section.
5. Click **Add New User** and give the sign-in details to the staff member.

You change an existing staff member's permissions in **Users → Edit**, in the **KDS permissions (InPlate)** section. You can also create the first kitchen account in the [setup wizard](/en/docs/setup-wizard/#step-11-kitchen-operator-kds).

Administrators and shop managers (the WooCommerce “Shop manager” role) have all KDS permissions automatically.

## Ready-made profiles

| Permission | Cook | Courier | Cashier | Manager |
|---|:-:|:-:|:-:|:-:|
| KDS access | yes | yes | yes | yes |
| Courier app access | | yes | | yes |
| New → In preparation | yes | | | yes |
| In preparation → Ready | yes | | | yes |
| Ready → On the way | | yes | | yes |
| Ready → Delivered (handing over to the customer) | | | yes | yes |
| On the way → Delivered | | yes | | yes |
| Cancelling orders | | | | yes |
| Assigning orders | | | | yes |
| Menu management | | | | yes |
| Pausing orders | | | | yes |
| Customer details view | | yes | yes | yes |
| Prices in the order view | | | yes | yes |

The **Manager** profile also gives the “Shop manager” role, i.e. access to WooCommerce and to WP InPlate's settings in the dashboard. Managing the license stays with the administrator only.

Profiles can be combined, e.g. a cashier who also cooks.

## All permissions

### Access

| Permission | Description |
|---|---|
| **KDS access** | Required to sign in to the kitchen display (`/wp-inplate/kds/`) |
| **Courier app access** | Access to the courier app (`/wp-inplate/courier/`). A courier also needs the “Ready → On the way” and “On the way → Delivered” status changes and the customer details view |

### Status changes

| Permission | Description |
|---|---|
| **New → In preparation** | Accepting a new order and starting preparation |
| **In preparation → Ready** | Marking the order as ready to hand over |
| **Ready → On the way** | The courier picking up the order |
| **Ready → Delivered** | Handing the order over to the customer directly (pickup, counter) |
| **On the way → Delivered** | Confirming delivery |

### Management

| Permission | Description |
|---|---|
| **Cancelling orders** | Cancelling an order at any stage, with a reason. For trusted people only |
| **Assigning orders** | Assigning an order to anyone and releasing other people's assignments |
| **Pausing orders** | The **Pause** button in the KDS: pausing and resuming order-taking (all channels or selected ones), e.g. during a breakdown. The schedule doesn't change – see [Pausing orders](/en/docs/manager-panel/#pausing-orders) |
| **Menu management** | The manager panel in the KDS: InPlate dishes, products (availability, prices, stock), categories, product tags, add-on and cross-sell templates, schedule, TV screens. Adding products and changing categories and tags also require the Shop manager role |

### Data visibility

| Permission | Description |
|---|---|
| **Customer details view** | Name, phone and address. Required for couriers |
| **Prices in the order view** | Unit prices, surcharges, coupons and the total. E.g. for waiters who ring up the bill on the cash register |

**Everyone with KDS access sees the customer's order note** – the kitchen must know about “no onion” and allergies.

A person without the prices permission doesn't see totals or surcharges in the KDS. A person without the customer details permission doesn't see the name, phone or address. Order labels never contain the customer's name or phone.

## Team start screen

Address: **`/wp-inplate/start/`**

After signing in, a staff member sees tiles for the apps they have permissions for:

| Tile | Who sees it |
|---|---|
| **Admin panel** – menu, orders and settings | Administrator, shop manager |
| **KDS** – kitchen display, live orders | KDS access |
| **Courier** – order pickup and delivery | Courier app access |
| **Radio** – music in the venue | Signed-in staff |
| **TV Manager** – content on the venue screens | Administrator, shop manager |
| **Website** – the restaurant's site as customers see it | Everyone who sees the start screen |

The screen shows the site's name and icon, the signed-in person and a **Log out** button.

- A person who isn't signed in is asked to sign in (this also works with a custom login address).
- After signing in, the staff member goes back to the app they came from.

## How staff get back to the apps

- A staff member without access to the WordPress dashboard who goes to `/wp-admin` lands on the start screen.
- WooCommerce My account has an **InPlate panel** link.
- On the public website they see a floating **Panel** button.

## Installing the apps on devices

You install the KDS, the courier app and the radio from the browser as an app (PWA): in Chrome choose “Install app”, on an iPhone and iPad in Safari “Share → Add to Home Screen”. Requires HTTPS. The app then opens full screen, with its own icon.

## Signing out and shared devices

Signing out turns off push notifications on that device. The next person who signs in gets notifications automatically. This way one tablet in the kitchen can serve consecutive shifts.