Staff management — from clocking in to payroll export
Four roles with different permissions, your own account via an invite code, and exactly the rights for your own job. GastroSystem manages your team the way a restaurant actually needs.
Role model: owner, manager, staff, driver
GastroSystem has four standard roles with different permissions: (1) Owner: full access to all data, finances, staff management and system settings. (2) Manager: same as owner, except payment details and subscription settings. (3) Staff: access to order acceptance, menu updates and table management — no financial data. (4) Driver: access only to driver app functions and their own shifts. Each role sees only the relevant user interface.
Digital time clock: clock in/out via app
Staff clock in at the start of their shift in the app and clock out at the end. The system automatically calculates net working time minus break time (break deduction configurable: e.g. from 6 hours, 30 minutes are automatically deducted). Time entries can be corrected by the supervisor if a staff member forgot to clock in. All corrections are logged with the editor's ID.
Sick leave and absence management
Staff can call in sick via app — with an optional note and estimated duration. The sick leave immediately appears as a gap in the shift plan and triggers a notification to the planner. Holiday, unpaid leave and special leave are configurable as separate absence types. The monthly report shows sick days separately — for payroll and continued-pay entitlement purposes.
ArbZG compliance: maximum limits and rest periods
The system checks: (1) daily maximum hours (10 hours as the absolute limit under the German Working Hours Act, ArbZG). (2) Weekly average hours (48 hours over 6 months). (3) Minimum rest periods between shifts (11 hours under ArbZG). When a planned or clocked shift violates any of these limits, a warning appears immediately. You can confirm the warning and proceed — the action is logged.
Payroll export: DATEV, CSV, accountant
At month end: one click on 'Payroll export' generates a report for all staff with: target hours vs. actual hours, overtime, sick days, holiday days, night shift hours, public holiday hours. Export as CSV or DATEV-compatible booking batch. Your accountant or payroll tool imports the file directly — no manual re-typing from paper.
Staff management in numbers
Roles
Owner, manager, staff, driver — each role with its own permission framework.
ArbZG errors
Warnings before shift assignment prevent inadvertent breaches of German working time law.
Monthly report
Payroll export for 10 staff members in under 10 minutes.
Frequently asked questions about staff management
What roles are there?
Four: owner, manager, staff and driver. Staff accept orders, take payments and serve tables. Managers can additionally cancel orders, close the day and invite staff. Changing roles and the data for your accountant (DATEV) and tax office (DSFinV-K) stay with the owner. Drivers work in their own driver view.
Can I create my own roles?
No. The four roles are fixed and designed for how a real restaurant actually works. You don't set individual permissions, you just assign the role.
How does a new team member get into the app?
Via an invite code. You create an invitation, pick the role, and share the code. The new team member sets up their own account and they're in. The code is valid for seven days, usable once, and can be revoked at any time.
Do staff see my revenue?
No. Only managers see revenue and finances. A part-time helper takes payments, but doesn't see the monthly revenue.
Can I see who took a payment?
Yes. Whoever sells at the till is named on the receipt and in the till data for the tax office. There's no shared login for everyone.
What happens when someone leaves the team?
You remove them from the team and their access is gone. A changed role takes effect from the next tap. Nobody can remove the last owner.
Is there time tracking or shift planning?
No. Staff management handles accounts, roles and permissions. We don't offer a time clock, shift plans or data for payroll.
Can one team member work in several restaurants?
Yes. One account can belong to several restaurants, with its own role in each. You switch between them at the top of the app.