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Features

Manage Employees

For Admins - How to manage your team.

Manage Employees 👥

Welcome to the control center! Here you manage all the people who want to eat at your company. This is your central hub for everything employee-related – from invitation to daily management.

Overview

Employee Management has two main areas:

  1. Employee List: View, edit, and manage all employees
  2. Bulk Assignment: Edit many employees at once

Employee List

Understanding the Table

The employee table shows you all important information at a glance:

Columns:

  • Name: Full name of employee
  • Employee ID: Unique number (for meal distribution)
  • Role: Admin, Kitchen, or Employee
  • Company: Which company assigned to
  • Canteen: Which canteen assigned to
  • Status: Active, Pending, Disabled
  • Weekly Selection: Has employee ordered for this week?
  • Cards: Has QR code or NFC card
  • Actions: Edit, Delete

Search and Filter

Global Search:

  • At the top in search bar
  • Searches in name, email, employee ID
  • Real-time filtering

Filter Dropdowns:

  • Company: All, Unassigned, or specific company
  • Canteen: All, Unassigned, or specific canteen
  • Status: All, Active, Pending, Disabled

Column Filters:

  • Click filter icon in each column header
  • Set specific filters per column
  • Text Filters: Contains, Starts with, Ends with, Is exactly
  • Selection Filters: Multiple selection possible
  • Active Filters: Shown with badge
  • Clear Filters: Individually or all at once

Examples:

  • Show only employees without canteen
  • Show only admins in Munich
  • Show only employees who haven't ordered yet

Sorting

  • Click column header to sort
  • Click again for reverse order
  • Works with all columns

Edit Employees

Inline Editing

Desktop:

  1. Click "Edit" (pencil icon)
  2. Form appears above table
  3. Change fields
  4. Click "Save" or "Cancel"

Mobile:

  1. Click "Edit"
  2. Sheet opens from bottom
  3. Change fields
  4. Click "Save" or "Cancel"

Editable Fields

Basic Information:

  • Name: Full name
  • Employee ID: Unique number (optional)
    • Validated (no duplicates)
    • Important for meal distribution
  • Email: Changed separately (see below)

Assignments:

  • Company: Dropdown with all companies + "Unassigned"
  • Canteen: Dropdown with all canteens + "Unassigned"
  • Role: Admin, Kitchen, or Employee
  • Status: Active, Pending, Disabled, Rejected

Change Detection:

  • Save button only active with changes
  • Unsaved changes are detected

Change Email

Why separately?

  • Email is connected to login
  • Security relevant
  • Requires confirmation

How to:

  1. In edit form click "Change Email"
  2. Enter new email
  3. Confirm
  4. System updates auth system
  5. Employee receives notification

Important:

  • Old email no longer works
  • Employee must log in with new email

Reset Password

When needed?

  • Employee forgot password
  • Security issue
  • New password desired

How to:

  1. In edit form click "Reset Password"
  2. Enter new password (or generate)
  3. Confirm
  4. Inform employee about new password

Security:

  • You never see old password
  • New password is encrypted
  • Employee should change on next login

Card Management

QR Code Card

What is it?

  • Digital card with QR code
  • For quick meal distribution
  • Can be printed or saved on phone

Generate Card:

  1. In edit form click "Generate QR Card"
  2. Card is displayed with:
    • Employee name
    • Employee ID
    • QR code
    • Company logo (if available)
  3. Actions:
    • Download: As PNG image
    • Print: Print directly
    • Share: By email to employee

Usage:

  • Employee shows QR code at meal distribution
  • Kitchen scans with scanner mode
  • Automatic identification

NFC Card

What is it?

  • Physical card with NFC chip
  • Contactless scanning
  • Like an access card

Write Card:

  1. In edit form click "Write NFC Card"
  2. Hold NFC card to device
  3. System writes employee ID to card
  4. Confirmation
  5. Card is ready

Card Status:

  • Green icon: Card has been written
  • Gray icon: No card available
  • Show info: Click shows when card was written

Usage:

  • Employee holds card to NFC reader
  • Automatic identification
  • Very fast!

Bulk QR Download

For many employees:

  1. Go to "Bulk Assignment" tab
  2. Select employees (checkboxes)
  3. Click "Download QR Cards"
  4. System generates ZIP file with all cards
  5. Download starts automatically

Perfect for:

  • New employee group
  • All employees of a department
  • Card renewal

Delete Employees

Caution!

Deletion is permanent!

  • All data will be deleted
  • Cannot be undone
  • Better: Deactivate instead of delete

How to:

  1. Click "Delete" (trash icon)
  2. Confirmation dialog appears
  3. Read warning
  4. Click "Delete" to confirm

What happens:

  • Employee removed from system
  • Login no longer works
  • Orders are anonymized
  • Statistics remain

Alternative: Deactivate

  • Set status to "Disabled"
  • Employee cannot log in
  • But: Data remains
  • Can be reactivated

Bulk Assignment

What is it for?

Perfect for:

  • Edit many employees at once
  • Move department
  • Assign new canteen
  • Change language
  • Create QR cards for group

Select Employees

Left Side: Selection Table

Search:

  • Search field at top
  • Searches in name, email, ID

Filter:

  • Role: All, Admin, Kitchen, Employee
  • Status: All, Active, Inactive, Pending

Select:

  • Individual: Checkbox at each employee
  • All: Checkbox in header
  • Selected Count: Shown at bottom

Table shows:

  • Name
  • Role
  • Language (with flag)
  • Current assignments (Company, Canteen)

Change Assignments

Right Side: Assignment Panel

Fields:

  • Company: Dropdown with all companies
  • Canteen: Dropdown with all canteens
  • Language: Dropdown with German, English, Portuguese

Special Option: "No Change"

  • Choose this if you don't want to change a field
  • Only selected fields will be updated

Summary:

  • Shows number of selected employees
  • Shows target company
  • Shows target canteen
  • Shows target language

Example Scenarios:

Scenario 1: Move Department

  1. Filter by company "Munich"
  2. Select all
  3. Set canteen to "Berlin Center"
  4. Company to "No Change"
  5. Click "Assign"
  6. Done! All are now in Berlin

Scenario 2: Change Language

  1. Search for employees
  2. Select those who need German
  3. Set language to "German"
  4. Company and canteen to "No Change"
  5. Click "Assign"
  6. All now have German interface

Scenario 3: Assign New Company

  1. Filter by "Unassigned"
  2. Select all
  3. Set company to "Acme Inc"
  4. Set canteen to "Headquarters"
  5. Click "Assign"
  6. All are now assigned

Download QR Cards

For selected employees:

  1. Select employees (as above)
  2. Click "Download QR Cards (X employees)"
  3. System generates cards:
    • Progress bar is shown
    • "Generating 5 of 20..."
  4. ZIP file is downloaded
  5. Contains PNG file for each employee

Filenames:

  • Format: employee-name-12345.png
  • Uniquely identifiable
  • Sorted by name

Usage:

  • Print all
  • Distribute by email
  • Store in folder

Column Customization

Show/Hide Columns

Column Menu:

  • Click "Columns" button (top right)
  • Checkboxes for each column
  • Toggle on/off
  • Settings are saved

Default Columns:

  • Name (always visible)
  • Employee ID
  • Role
  • Company
  • Canteen
  • Status
  • Weekly Selection
  • Cards
  • Actions (always visible)

Tip: Hide unimportant columns for better overview!

Weekly Selection Status

What does it show?

Status Badges:

  • ✅ Completed: Employee ordered for all days
  • ⚠️ Incomplete: Employee only ordered for some days
  • 🔴 Deadline Passed: Deadline is over, no order
  • 📅 No Menu: No menu for this week
  • ❌ No Canteen: Employee has no canteen assigned

Why important?

For Admins:

  • See who hasn't ordered yet
  • Can remind employees
  • Recognize problems (no canteen)

For Kitchen:

  • Know who's coming
  • Can plan better
  • See final numbers

Filter by Status

  1. Click filter icon in "Weekly Selection" column
  2. Select status:
    • Completed
    • Incomplete
    • Deadline passed
    • No menu
    • No canteen
  3. Table shows only these employees

Example: Show all who missed deadline → Remind them!

Roles and Permissions

The Three Roles

👨‍💼 Admin

  • Can do everything
  • Manages employees
  • Sees all reports
  • Changes settings

👨‍🍳 Kitchen

  • Creates menus
  • Sees orders
  • Serves meals
  • Cannot manage employees

👔 Employee

  • Orders food
  • Sees own orders
  • Edits own profile
  • Cannot manage anything

Change Role

Caution with changes!

  • Role determines access
  • Change is immediately active
  • Employee must log in again

Typical Changes:

  • Employee → Kitchen (promotion)
  • Kitchen → Admin (more responsibility)
  • Admin → Employee (fewer rights)

Status Management

The Four Statuses

🟢 Active

  • Normal status
  • Can log in
  • Can order
  • Everything works

🟡 Pending

  • Invitation sent
  • Not yet activated
  • Waiting for first login
  • Cannot log in yet

🔴 Disabled

  • Temporarily blocked
  • Cannot log in
  • Data remains
  • Can be reactivated

⚫ Rejected

  • Invitation rejected
  • Or: Admin rejected
  • Cannot log in
  • Rarely used

Change Status

Activate:

  • Set status to "Active"
  • Employee can log in
  • Immediately effective

Deactivate:

  • Set status to "Disabled"
  • Employee is logged out
  • Cannot log in anymore
  • Data remains

Reactivate:

  • Set status back to "Active"
  • Employee can log in again
  • All data still there

Pro Tips 🎯

Efficient Management

Use Filters:

  • Save time with smart filters
  • Combine multiple filters
  • Save frequent views (mentally)

Use Bulk Assignment:

  • For recurring tasks
  • Saves enormous time
  • Fewer errors

Use Column Filters:

  • Find specific employees quickly
  • Combine multiple criteria
  • Clear filters when done

Regular Tasks

Weekly:

  • Check weekly selection status
  • Remind employees without order
  • Check new invitations

Monthly:

  • Check disabled employees
  • Delete old/unnecessary accounts
  • Update assignments

As Needed:

  • Invite new employees
  • Adjust roles
  • Change canteen assignments

Common Workflows

New Employee:

  1. Invite (see Authentication docs)
  2. Wait for activation
  3. Assign canteen
  4. Generate QR card
  5. Done!

Employee Changes Location:

  1. Search employee
  2. Edit
  3. Assign new canteen
  4. Save
  5. Inform employee

Move Department:

  1. Open bulk assignment
  2. Filter by old canteen
  3. Select all
  4. Assign new canteen
  5. Done!

Solve Common Problems

"Employee cannot log in"

  • Check status (must be "Active")
  • Check email (spelled correctly?)
  • Reset password
  • Reactivate account

"Employee sees no menu"

  • Canteen assigned?
  • Canteen has menu for this week?
  • Status is "Active"?

"Employee ID already exists"

  • Each ID must be unique
  • Check for duplicate
  • Choose different ID
  • Or: Delete old employee

"Cannot delete employee"

  • Does employee have active orders?
  • Better: Deactivate instead of delete
  • Or: Wait until week is over

Summary

Employee Management is your tool for:

  • Overview: All employees at a glance
  • Editing: Quick and easy data changes
  • Bulk Actions: Edit many at once
  • Cards: QR and NFC for meal distribution
  • Filters: Find quickly what you're looking for
  • Status: Control over access

With these tools you manage your team efficiently and professionally! 🎉