Docs / Back office
Back office
Everything a manager or administrator can reach: the setup screens, orders, shifts, staff, and who can do what.
Who can see what
Spicy has three roles, and each person sees only what their job needs.
| Cashier | Manager | Administrator | |
|---|---|---|---|
| Point of sale | Yes | Yes | Yes |
| Close a shift | Own shift only | Any shift | Any shift |
| See all orders | Own sales | All | All |
| Cancel or return an order | No | Yes | Yes |
| Inventory, menu, shifts | No | Yes | Yes |
| Payment methods | No | Yes | Yes |
| Restaurant settings, production units | No | Yes | Yes |
| Accounting and reports | No | Yes | Yes |
| Create accounts, assign roles | No | No | Yes |
Signing in takes each person to the right place: cashiers land on the POS, and managers and administrators land on the dashboard.
If someone reaches a page they should not, they get a clear error. When Spicy signs them out, it sends them to sign in. A user without the right role gets a "no permission" message. Spicy checks permissions on every page.
Staff accounts
Go to Settings → User roles. This section is for administrators.
- Add user — create a login with a username and password.
- Assign role — Cashier, Manager, or Administrator.
- Remove role — takes the role away. The person sees a waiting page until you assign a role again.
- Deactivate — disables the login without deleting the account.
Give every staff member their own login. If two people share one, your sales by staff member are meaningless, and you cannot tell who closed a shift.
When someone leaves
Deactivate the account. Do not delete it. Their name stays on every order and shift they worked. When you look at a strange figure in six months, that name is the difference between a five-minute check and a mystery.
Passwords
Spicy checks new passwords against a minimum length, common passwords, all numbers, and similarity to the username. There is no password reset flow, so if someone forgets theirs, an administrator creates them a new login.
Ask staff to use something you can recognise. On a shared till, "password123" on four accounts is a real problem. Use a pattern that means nothing outside the restaurant.
Orders
Go to Orders → Order register. This page lists every order, with filters for status, type, and date, and a search box.
Open any order to see its lines, payments, and tickets. The full history shows every change, with who did it and when.
- Cancel — use it for a sent order that no one paid for. Cancel requires a reason, and the kitchen gets a cancellation ticket.
- Return — use it for a paid order. See below.
- Delete — use it only for a draft that you never sent.
Kitchen & bar tickets lists every ticket, with its print status. A manager can retry a failed print or reprint one from here.
Returns and refunds
A manager can return a paid order from the order register.
- Open the order and choose Return. Spicy creates a return with the same items, in reverse.
- Reduce or remove any line. Only what you leave gets refunded.
- If you already poured the drink, or broke it, tick Not restockable. Spicy records it as a loss, so the cost appears as wastage.
- Submit the return.
Spicy values a returned drink at the cost the original sale used, even if the price changed since. Your stock and your accounts stay consistent.
If a customer brings back a drink you did not sell, process the return as normal and note what happened. Spicy cannot tell that the drink was not your stock, so it treats the return the same way.
A paid order cannot be cancelled, only returned. That is deliberate. There is no path that deletes a completed sale. Corrections go on the record where you can see them.
Shifts
Go to Shifts. This page lists the opening and closing entries with their totals. Shift closes normally happen on the POS.
Each close shows the frozen figures for that shift: number of bills, items sold, net total, and any refunds. This is useful when a cashier and a manager remember a shift's take differently.
The dashboard
This is where managers land after signing in. It is a navigation page for the back office — every section in one place.
Settings
Restaurant settings, User roles, and Production units are all under Settings. See Setup for what each one does.
Restrictions worth knowing
- A manager can edit and delete items, warehouses, recipes, and prices. There is no separate tier for master data. Ask if you want to restrict these actions to administrators.
- Cashiers can record cash-outs during service but only a manager can cancel one.
- Spicy will not close a shift with a large cash variance until a manager signs it off.
- You cannot remove the role from an administrator. Demote them to Manager first.