One login on a sticky note
The owner's password is taped under the counter. Whoever is on shift can refund, change prices and open payment settings, and nobody can say afterwards who did what.
Staff & roles · two logins, one rule
The floor runs the board. Only Admin refunds.
Two roles, Admin and Teammate, with access per outlet. Counter staff see live orders and dispatch, the kitchen gets its KOT, your riders get the Rider app, and refunds, payments and POS keys stay with the owner. A counter login can't empty the till.
- Admin and Teammate, access per outlet
- Refunds for managers only
- API keys and webhooks for your other systems
Last updated
Live order boardEvening shift · Teammate login · example
WhatsApp · CHN-2041Party order · 8 × Chicken Biryani, 4 × RaitaAdmin only
Table 4 · CHN-20422 × Masala Dosa, 2 × Filter CoffeeAccepted
Website · CHN-20431 × Veg Thali, 1 × Gulab JamunDispatched
Pickup QR · CHN-20441 × Paneer Tikka, 2 × Butter NaanReady
Refunds · Admin only
Teammate · board, KOT, dispatch
Quick answer
What are staff roles in Owncart?
Owncart has two login roles. Teammates run service: live orders, accepting tickets, the KOT and dispatch. Admins hold the money and the settings: refunds, payments, POS keys, the domain and bulk uploads. Access is granted per outlet, and API keys and webhooks let your other systems read orders. Guests never see roles; tickets still move.
- At a glance
- Roles
- Admin and Teammate; access granted per outlet
- Teammate
- Live orders, accept, KOT, dispatch and phone orders on the board
- Admin
- Refunds, payments, POS keys, the domain and bulk uploads
- Refunds
- Automatic before cooking; anything manual needs Admin — the rules
- Developers
- API keys and webhooks for your other systems — all integrations
- Price
- Part of the Restaurant plan, ₹10,000 per outlet per year, 0% commission
The problem
Everyone on shift has the owner's password.
The refund nobody authorised
A guest insists at 10:40 pm. The counter has the full login, so ₹2,000 goes back without a question, and the owner finds out the next morning.
Everyone needs something different
The kitchen needs the ticket, the floor needs the board, the rider needs the address and the owner needs the money. Today they all get the same everything, or they get nothing.
Two roles, one rule: the floor runs the board, the money stays with Admin. See the live order board →
How it works
Set up Admin and Teammate logins in five steps
- 1
Start as Admin
The owner's login is the Admin. It holds payments, refunds, POS keys, the domain and bulk uploads.
- 2
Invite the floor as Teammates
Counter and floor staff get Teammate logins. They see live orders and dispatch, accept tickets, print the KOT and create phone orders. They cannot refund.
- 3
Decide who holds refunds
Refunds are for managers only. The manager you trust with money gets an Admin login; everyone else stays a Teammate.
- 4
Scope access per outlet
Each outlet keeps its own hours, POS, payments, delivery and order prefix such as CHN- or TRY-. Access is granted per outlet, and the owner sees every branch from one login.
- 5
Connect your other systems
Create API keys and webhooks so accounting or another POS can read orders and receive order, delivery, cancel and return events.
A prepaid order cancelled before cooking is refunded automatically, so most refunds never need a login at all. See cancellation and refund rules.
Role by role
What each person on your floor gets
Owner · Admin
Payments, refunds, POS keys, the domain and bulk uploads. The only login that can move money or change how you get paid.
Manager · Admin for refunds
Refunds are for managers only. The manager who handles them gets an Admin login; a Teammate login never sees the refund button.
Counter and floor · Teammate
See live orders and dispatch, accept tickets, create a phone order and attach a table. No refunds, no payment settings.
Kitchen · works from the KOT
Cooks don't need the dashboard. The KOT prints in Petpooja or Positeasy, with the table number on dine-in orders, as soon as a paid ticket is accepted.
Rider · the Owncart Rider app
Your own riders are assigned from the ticket and run each drop on the Owncart Rider app. The guest shares an OTP at the door.
Developers · API keys and webhooks
Order, delivery, cancel, return, abandoned-cart and restaurant-closed events, plus cart, customer and order APIs, for the systems you already run.
On the floor
A Teammate login runs the whole shift.
The evening shift logs in as a Teammate. Nothing about service gets slower; only the money is out of reach.
- Table 7 orders and pays from the QR. The ticket lands on the board the teammate is already watching.
- They accept it, the KOT prints with the table number, and the guest sees Accepted on WhatsApp.
- A refund request on the same ticket waits for an Admin. The rest of service does not.
- Guests never see roles. Tickets still move.
Who uses it
Three shifts, three kinds of access
A ₹2,000 party order asks for a refund
The shift is logged in as a Teammate. They accepted the order, printed the KOT and assigned the rider. The refund request waits for the owner's Admin login, so the counter never has to say yes under pressure.
On your board
Teammate runs the board; only Admin refunds · CHN-2041 · refund · Admin only
On the guest's phone
ExampleGuest never sees roles — tickets still move
The Chennai counter can't touch Trichy
Access is per outlet. Each branch keeps its own hours, POS, payments, delivery and order prefix, and the owner sees all of them from one Admin login.
On your board
Chennai · CHN-2042 · Trichy · TRY-0913 · one Admin view
On the guest's phone
ExampleSees the nearest outlet and its menu; no sign of roles
Accounts wants every order in their own system
An API key and a webhook send order, delivery, cancel and return events to the software you already run. Nobody exports a spreadsheet at midnight.
On your board
API keys for the other stack · webhook sent on every new order
On the guest's phone
ExampleNothing changes for the guest: Hi, menu, pay, KOT
Works with
Roles that reach the POS, the till and the rider
Petpooja
POS keys stay with Admin; the kitchen gets its KOT without a dashboard login.
Positeasy
Two-way sync with the POS keys held by Admin; Teammates only run the board.
Razorpay
Payment settings and manual refunds are Admin only; automatic refunds need nobody.
Adloggs
Teammates book on-demand riders from the ticket when the board is full.
Guests get the same status messages whoever moved the ticket.
Staff & rolesPart of the Restaurant plan. Start free with a digital menu and QR codes.
₹0 free digital menu₹10,000 per outlet / year0% commission
What roles does Owncart have for restaurant staff?
Two: Admin and Teammate. Teammates see live orders and dispatch, accept tickets, print the KOT and create phone orders. Admins hold refunds, payments, POS keys, the domain and bulk uploads. Access is granted per outlet.
Can counter staff issue refunds in Owncart?
No. A Teammate login cannot refund. A prepaid order cancelled before cooking is refunded automatically; anything manual needs an Admin login, which is why refunds are for managers and owners only. See cancellations and refunds.
Does the kitchen need its own Owncart login?
Not to cook. The KOT prints in Petpooja or Positeasy, with the table number on dine-in orders, as soon as a paid ticket is accepted. Give logins to the people who run the board. See POS and KOT sync.
How do my own riders use Owncart?
Assign a rider from the ticket on the live order board. They run the drop on the Owncart Rider app, the guest gets an ETA and shares an OTP at the door. Adloggs, Shadowfax or Porter can be booked from the same ticket. See delivery and pickup.
Can I give staff access to only one outlet?
Yes. Access is per outlet. Each outlet keeps its own hours with force open or close, menu availability, POS connection, payments, delivery settings and order ID prefix such as CHN- or TRY-, all managed from one Admin. See multi-outlet restaurants.
What can I connect with the API keys and webhooks?
Webhooks send order, delivery, cancel, return, abandoned-cart and restaurant-closed events to your other systems, and there are cart, customer and order APIs. Any other POS can connect the same way. See all integrations.
Is Staff & roles a separate Owncart product?
No. It is a feature area inside Owncart, on the same Restaurant plan as WhatsApp ordering and the live order board: ₹10,000 per outlet per year, 0% commission.
Get started
Give the floor the board. Keep the till.
Start free with a photo of your menu, or book a 15-minute demo and we'll walk through Admin and Teammate access with your team.
- 0% commission on every order
- Free digital menu to start
- Set up in Tamil or English