Key takeaways
- FIG has three roles: Owner, Manager and Staff. People join by accepting an invite from the owner.
- Money steps, which are payouts, taking takeout live and refunds, need a stronger sign-in from owners and managers.
- Sign-in security can be an authenticator app or a code by email.
- Give each person their own account. Shared logins make it impossible to tell who did what, and they are hard to take back.
- Review who has access every few months, and take access away from people who have left. A short list is a safe list.
The short answer
Invite each person to FIG with the role that matches their job: Owner, Manager or Staff. They join by accepting your invite, so you never share a password. For anything involving money, namely payouts, taking takeout live and refunds, owners and managers confirm with a stronger sign-in step. Pick the authenticator app if you can, and keep a short list of people with access.
You must be 18 or older to hold a restaurant account. Diners must be 14 or older.
The three roles
| Role | Who it suits | Our suggestion |
|---|---|---|
| Owner | The person who runs the business and answers for it | Keep this to one or two people. Owners and managers are the ones asked for the extra sign-in on money steps |
| Manager | A shift lead or general manager you trust with the day-to-day | Choose people you would trust with payouts and refunds, because those steps are theirs to confirm |
| Staff | Counter staff, servers and cooks who scan codes on a shift | Everyone else who needs the app for their job |
The suggestions are ours, not rules. Check in the app for exactly what each role can do, and start with the smaller role: you can always move someone up later.
How people join
Nobody signs up themselves and appears on your team. The owner sends an invite, and the person joins by accepting it with their own account. That has two good effects. You decide who is on the team, and each person signs in as themselves, so you can tell who scanned what.
- In the app, where you manage your team, send an invite with the role you chose.
- Ask the person to accept it, and to set up their own sign-in security.
- Check the page that they appear with the right role.
- If anyone leaves, take away their access the same day.
Sign-in security: the choices
For the steps that involve money, an owner or manager confirms with a sign-in step. Two common choices are:
| Method | How it works | Worth knowing |
|---|---|---|
| Authenticator app | An app on the phone shows a short code that changes | The code comes from the app on the phone itself. Our first choice |
| Code by email | A code arrives in the person's inbox | Only as safe as that email account, so protect it too |
Whatever you choose, set it up on each owner's and manager's own phone, not a shared device behind the till. A code on a phone that stays with the person is the point.
Which steps ask for it
The extra step is for the actions that move money or open it up:
- Payouts. Finishing Stripe payouts, which a restaurant needs before it can take takeout.
- Taking takeout live. A restaurant can turn takeout on only after it has added its HST number and finished Stripe payouts.
- Refunds. Returning money to a diner.
Keep the list of people who can do these things short. The fewer the phones that hold a code, the easier it is to know who made a change, and the easier it is to ask questions when the numbers on the Payments page look different from what you expected.
A worked example: a small restaurant
Here is how a small restaurant might set this up. The people and numbers are an example, not a real restaurant.
- 1 owner who holds the business and the bank details.
- 1 manager who runs the evening shift and can handle a refund.
- 6 people on staff who scan codes at the till.
- Money steps involve 2 people, the owner and the manager, both with an authenticator app.
Of the 8 people, 2 (25%) can confirm the money steps and 6 (75%) cannot. If one of the 6 leaves, you take away one account and nothing else changes. With a single shared login for all 8 people, you would have to change it for everyone, and you could not say who did what.
What to do when someone leaves
The day someone leaves, take away their access. Do not wait for the end of the month. It closes the question of who can still act on your restaurant's page. If you cannot find how to do it, use the contact page and say so. If that person was a manager, also think about what they could do with a code on their own phone, and ask for your own sign-in method to be set up again if you are unsure.
It also helps to have a second owner or manager who can step in. If the only person with a code is away or has lost a phone, payouts and refunds wait, and a restaurant should not find that out on a busy Saturday.
A habit that helps: put "take away their FIG access" on the same checklist you use to collect keys and uniforms. Train your staff to honour a deal covers the day-to-day side.
Two locations
FIG supports up to 2 locations for now. If you run two, decide who is responsible at each: a manager per location is a reasonable starting point. The owner keeps the view of both. Everyone still gets their own account, and the roles are the same.
A security checklist for the owner
- Is everyone using their own account?
- Do the owner and managers have an authenticator app, or a code by email, set up on their own phones?
- Is the list of people short, and does it match who works for you today?
- Do we know who to call if an owner loses a phone? Write that down now, and use the contact page if you get stuck.
- Do staff know which steps are theirs and which belong to owners and managers?
A last habit worth having: once a quarter, open the list, read each name aloud, and ask whether that person still works for you and still needs that role. If a part-time cook has never opened the app, they probably do not need to be on it. A list that matches your payroll is easy to defend, and easy to show an accountant or a new partner.
Setting this up takes about ten minutes. Restaurants can do it before FIG opens to diners on January 1, 2027, and it is worth doing before the first busy night, not after. The menu and takeout setup guide is the next step.
Questions
What roles are there on FIG?
Owner, Manager and Staff.
How do my staff get an account?
They join by accepting an invite from the owner. Nobody can add themselves to your team.
Which steps need a stronger sign-in?
The money steps: payouts, taking takeout live and refunds. Owners and managers need it for those.
What sign-in security can I use?
An authenticator app or a code by email.
Can I run two restaurants from one account?
FIG supports up to 2 locations for now.
How old do I have to be?
Restaurant accounts are for people 18 or older. Diners must be 14 or older.
Should my staff share one login?
No. Give each person their own account, so you can tell who did what and take one person off without affecting the rest.
