Staff applications · 8 min read
Staff access and security
Create and rotate staff PINs, understand branch-scoped sessions, manage your admin password, and see how tenant isolation keeps your data separate from every other restaurant.
Who this is for
Owners and managers who hire staff and care about account security.
Two kinds of access
DashDine separates owner access from staff access. Owners and managers sign into the admin dashboard with an email and password. Runners, kitchen staff, and kiosk supervisors sign into their workspaces with a short numeric PIN — no email account needed, and no access to admin settings, menu editing, or billing.
Managing staff PINs
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Open Staff in the admin sidebar.
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Make sure the active branch is the one you are managing — PINs are per-branch.
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Click Add staff, enter the display name (shown briefly when they sign in), and a four-to-six digit PIN. Avoid 1234, 0000, or anything obvious.
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Save. The PIN is active immediately.
Rotating and deactivating PINs
- When a staff member leaves, or you suspect a PIN was shared, rotate it: edit the entry, change the PIN, and read the new one to the runner before their next shift.
- Use the Active toggle to disable a PIN without deleting the staff record — the right path for extended leave or seasonal staff you expect back.
- Delete only staff who have left for good.
Branch-scoped sessions
When a runner enters a PIN, the system verifies it against the staff list of the branch URL they are on. A PIN created at one branch will not log in at another — even with identical digits, the system treats them as different staff records. This stops a PIN written on a sticky note at one location from giving access to another, and keeps the order history clean per branch.
A manager who legitimately works across branches should have a staff record at each branch with the same display name. The digits can match across branches if one PIN is easier to remember; it just has to be created at each branch.
- A signed-in tablet stays signed in across reboots until someone taps Sign out.
- Closing the browser does not sign out — convenient between shifts, but it means a stolen tablet is a risk. Sign out at end of day.
- Network outages do not sign you out; the session is restored when connectivity returns.
Your admin profile and password
Open Profile from the admin sidebar (or the avatar menu in the top bar). This page is about you, the signed-in person — separate from restaurant settings under Settings, which are shared by everyone with admin access.
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To change your password, open Profile and scroll to the password section.
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Enter your current password, then the new one twice, and save.
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Other sessions are not logged out automatically; if you suspect another device, sign out from it manually.
Password reset
- Link expired (over one hour old): request a fresh reset.
- Link already used: request a new one and click it directly without copy-pasting.
- No email arrives: check spam, then verify the email on file. If it was mistyped at signup, support can help with proof of restaurant identity.
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On the login page, click "Forgot your password?".
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Enter the email on your account and submit.
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Check the inbox for a "Reset your DashDine password" message. The link is valid for one hour and single-use.
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Click it, enter a new password twice, and save — you are signed in automatically.
Tenant isolation: why other restaurants cannot see your data
Every record in DashDine — every menu item, branch, order, customer phone number, and staff PIN — is tagged with the restaurant brand that owns it. The database refuses to return any record to a request that does not match. This is enforced at the database layer, not just by application code, so even a bug in admin code cannot accidentally show another restaurant’s orders.
Staff PINs are matched only against the branch they are presented at, never globally — a guessed PIN cannot be tested against thousands of branches.
- Use distinct, strong passwords on owner accounts; a password manager is strongly recommended for any account that handles billing.
- Rotate staff PINs when team members change.
- Sign out tablets at end of day — the device, not the platform, is the weakest link in most restaurants.
- Treat your account contact email as security-sensitive; password resets and billing changes go there.
Frequently asked
Can runners see settings, the menu editor, or billing?
No. PIN sessions only open the staff workspaces (KDS, runner board, kiosk supervision). Admin settings, menu management, and billing require an owner or manager email login.Can two staff members have the same PIN?
Within one branch, give every person a unique PIN so the order history reflects who handled what. Across branches the same digits can repeat, since sessions are branch-scoped.Does resetting my password log out staff tablets?
No. Admin passwords and staff PINs are independent systems. To lock out a staff tablet, deactivate or rotate that staff member’s PIN.