Staff management — from clocking in to payroll export
Four roles with different permissions, digital time clock, sick leave via app and a monthly export for payroll accounting. GastroSystem manages your staff the way a restaurant needs it.
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.
Common questions about staff management
Can I create custom roles?
The four standard roles cover 90% of hospitality businesses. For individual requirements (e.g. an accountant role with read-only access to finances) a custom role can be configured on request.
What happens if a staff member forgets to clock in?
The supervisor can add or correct the clock entry retrospectively. All corrections are logged with the editor's name, timestamp and original value. This protects against payroll disputes.
Are statutory public holidays automatically recognised?
Yes. GastroSystem knows all German public holidays and automatically recognises when a shift falls on a public holiday. Public holiday hours are shown separately in the payroll export.