Owner manual
Running staffma in your restaurant
Everything an owner needs, from opening the account to paying a team member for the points they earned. Work through it in order the first time; after that, the contents list is enough.
- 01
Opening your account
You register yourself. There is no waiting for an invitation.
- Go to the registration page and choose the restaurant-owner option.
- Enter your name, email, phone and a password, then submit the form.
- Open the confirmation email and follow the link. It brings you back to onboarding.
Good to know The confirmation link is what activates the account. Until you follow it, you cannot sign in.
- 02
Choosing a package
A package decides how many restaurants and team members you may create, and which extra features you see.
- Pick a package during onboarding, or later from Subscription.
- Complete payment. Your subscription becomes active once payment is confirmed.
- Manage the plan, invoices and payment method from Subscription at any time.
Good to know Until your subscription is active, staffma will send you to the packages page instead of letting you add a restaurant or a team member. This is deliberate, not an error.
- 03
Adding a restaurant
Each venue is its own restaurant, with its own rating, team and settings.
- Open Restaurants and choose to add a new one.
- Fill in the name, country, city and address, then save.
- Set the restaurant's timezone correctly. Tips and reports are dated by it, never by your own clock.
Good to know If your package limits the number of restaurants, the limit applies across your whole organization.
- 04
Inviting your team
Team members cannot sign themselves up. You invite them, and they set their own password.
- Open the restaurant, go to its team and add a person.
- Send the invitation to their email address.
- They open the link, choose a password, and can sign in from then on.
Good to know Only invite people who actually work at that restaurant. Their ratings and points stay attached to them.
- 05
Moving and rehiring people
Somebody who moves between your venues keeps one record, not two.
- To move a person, open their page and use the branch option to choose another of your restaurants.
- Their account, QR code, ratings and points travel with them.
- To bring a former colleague back, send a new invitation to their ORIGINAL record.
Good to know Adding them again with the add-person form creates a second, empty record and leaves all of their history behind on the first one.
- 06
Employed, and on shift
These are two separate things, and the difference matters every day.
- Employment says whether somebody works for you at all.
- Shift says whether they are working right now.
- While a person is off shift, their personal QR code is unavailable and a tip cannot be recorded for them.
Good to know Going off shift never removes anything. Ratings, points and tips all stay, and coming back on shift restores exactly what they had.
- 07
QR codes
Personal QR codes for staff Each staff member receives a personal QR code automatically when the restaurant owner adds them to the restaurant.
- Staff members show their personal QR codes to guests so they can scan them and rate their service.
- Guests first rate the individual staff member through STAFFMA.
- After submitting their rating, guests are automatically redirected to the restaurant’s Google Reviews page, where they can review the restaurant.
- Each personal QR code is linked to a specific staff member, allowing feedback and ratings to be attributed to the right person.
Good to know: Staff members use their personal QR codes to collect individual ratings. Restaurant owners do not need to create or print QR codes.
- 08
Ratings and feedback
Guests rate the visit and the person who served them.
- See a venue's ratings from the restaurant's own ratings page.
- Read written feedback from the feedback pages.
- Open a team member to see their performance and the ratings behind it.
Good to know You can also record your own feedback about a team member, separately from what guests leave.
- 09
Google reviews are not your staffma rating
The two numbers are produced in completely different ways.
- Your staffma rating is calculated only from verified feedback left through staffma.
- You may store a Google review link on the restaurant, and a guest can be offered it after they finish.
- Nothing from Google is imported into staffma, and your staffma rating never borrows a Google score.
- 10
Reward points
Good ratings turn into points for the person who earned them.
- Open a restaurant's rewards page to set what a five-star and a four-star rating are worth.
- Set how many points convert into how much money, and in which currency.
- Save. Your settings are kept as a new version, so older redemptions keep the terms they were made under.
Good to know Three stars and below always award nothing. That is fixed in staffma and cannot be changed from the settings.
- 11
Paying out points
A team member asks; you decide and you pay.
- Requests arrive on your payouts page and on the person's own page.
- Check the amount, pay the person however you normally pay them, then mark the request paid.
- You can also decline or cancel a request.
Good to know staffma does not move any money. Marking a request paid records that you paid it. A person may only have one request waiting at a time.
- 12
Tips, and the optional modules
These depend on your package and on platform settings, so you may not see all of them.
- Tips let you record what a team member received, with the payment method used.
- Card tip distribution and cash tips are separate features, each switched on separately.
- Hygiene tasks, Live Staff and the staffma Assistant also appear only when they are included for you.
Good to know If a section described here is missing from your sidebar, your plan does not include it.