Staff Outlet Assignments
Staff Outlet Assignments
If your business has multiple outlets (locations), you can assign staff members to specific outlets. This controls which location's data they can access and where transactions are recorded.
Why Assign Outlets?
| Benefit | Description |
|---|---|
| Security | Staff only see data for their assigned locations |
| Simplicity | Dashboard shows only relevant outlet data |
| Accountability | Transactions are tied to specific outlets and staff |
| Compliance | Location-specific access for franchise operations |
How Assignments Work
Default Behavior
New staff members are automatically assigned to the first outlet in your organization. This ensures they can start working immediately.
| Assignment State | Access Level |
|---|---|
| Assigned to 1 outlet | That outlet auto-selected on dashboard |
| Assigned to multiple | Choose which outlet to work from |
| No assignment | Can select any outlet (full access) |
💡 Tip: Leave owners and managers unassigned so they retain full access across all outlets.
Assigning Staff to Outlets
From Staff Management
- Go to Staff Management.
- Find the team member.
- Click their outlet assignment setting.
- Select one or more outlets from the list.
- Designate a primary outlet (their default working location).
- Save changes.
During Staff Invitation
When inviting new staff members:
- Go to Staff Management → Invite.
- Fill in their details and role.
- Select outlet assignments before sending.
- Choose their primary outlet.
- Assignments are applied when they accept the invitation.
Primary Outlet
Each staff member can have one primary outlet:
- Auto-selected when they open the Staff Dashboard
- Used as the default for transaction recording
- Shown first in the outlet switcher
- Can be changed at any time by an admin
Impact on Dashboard Features
Staff Checkout Dashboard
| Feature | Behavior with Assignments |
|---|---|
| Outlet selector | Only shows assigned outlets |
| Customer transactions | Recorded against selected outlet |
| Pending claims | Shows claims for assigned outlets only |
| Activity log | Filtered to assigned outlet data |
Customer Visit Tracking
When staff process transactions:
- The visit is recorded against the currently selected outlet
- This data feeds into per-outlet analytics
- Proximity and visit frequency reports use this data
Managing Assignments
Assignments can be updated at any time by owners and admins:
| Action | Effect |
|---|---|
| Add outlet | Gives access to additional location immediately |
| Remove outlet | Revokes access immediately |
| Change primary | Updates their default dashboard outlet |
| Clear all | Returns to full access (all outlets) |
⚠️ Important: Removing an outlet assignment takes effect immediately. If the staff member is currently working on that outlet's dashboard, they'll need to switch outlets.
Role-Based Considerations
| Role | Recommended Assignment |
|---|---|
| Owner | No assignment (full access) |
| Admin | No assignment or multi-outlet |
| Staff | Specific outlet(s) only |
Best Practices
- Assign outlet-level staff to their specific working location
- Leave managers unassigned so they can oversee all locations
- Review assignments when staff transfer between locations
- Use primary outlets to streamline the daily login experience
- Audit assignments quarterly to ensure accuracy
- Combine with roles for layered security (role controls what they can do, outlet controls where)
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