Restaurant POS Features You Need to Manage Labor

By: Sam Kusinitz

5 Minute Read

Nov 21, 2019

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Labor Management

Your point of sale system should do much more than process credit card payments. If you’re standardizing back of house practices or running sales reports on your own —  you don’t have the right system. In fact, you’re wasting valuable time and energy on processes that could be automated. 

One of the best features of a great POS system is its ability to manage labor. When you’re spending countless hours in your restaurant, the last thing you want to do is devote additional time to adjusting clock outs, sorting through dozens of checks, and calculating labor cost percentages. It’s an added stress that you don’t need. We’ve broken down the ways your POS can help you manage your labor force, therefore making your life a whole lot easier.

How to Do Payroll for Restaurants

Built-in Time Clock and Employee Pin Numbers

Tracking employee hours and calculating both regular and overtime pay should be automated by your POS system. Each employee should receive a login pin that they enter on the POS interface to clock-in and out of their shifts. The system should then be able to automatically track and provide the number of hours each employee works, and the regular and overtime pay that they earn within a given time period.

Employee Permissions

Permissions allow restaurant owners to control the actions and information that each user or role can access using your POS system. These permissions allow restaurant owners to restrict access to sensitive reporting and customer data and to add additional layers of control over certain aspects of their information. By customizing permissions, restaurant owners can do things like requiring a manager’s approval before voids or discounts can be applied.

Close-Out Review

Some POS systems offer shift and end-of-day reviews that help simplify the closeout process for owners and managers. These reviews typically provide a quick look at each employee’s status, cash on hand, non-cash tips owed, and any unclosed checks. In addition to providing this information to managers, your POS system should also make it easy for managers to override information in your POS right from the review screen. If an employee forgets to clock-out, for instance, managers are able to quickly clock them out and adjust their time card.

Labor Reporting

Reporting is a key element of any restaurant POS system. Labor and payroll reports offer owners and managers with the appropriate permissions to see live insight about overall labor and pay, as well as detailed information about each employee's productivity. These reports should make it easy to identify labor cost percentages and the employees that are taking the most orders, receiving the largest average tips, and turning tables the fastest. Cloud-based systems provide the added value of making this data not only available in real-time but also accessible from anywhere, using any device with internet access.  

Running Payroll

Your POS system also has the capability to run payroll. If you’re currently using two different systems for payroll and point of sale, you’re spending valuable time manually entering and editing employee hours into two systems. 

Some POS systems have payroll integrations that can automatically calculate overtime pay across different locations while abiding by various rules and regulations. Given the need for exact numbers and correct calculations, there’s not much margin for human error in payroll.

Ensuring Seamless Payments

Another important facet of a good POS system is the ability to keep your staff happy but ensuring seamless payments for all employees. Kevin McTigue, Protein Bar’s Senior Finance Manager, loves having a POS system that also provides payroll changed the effectiveness of his business and team. “This has really helped in a lot of ways to make sure that our employees' lives are easier, and that they can rely more steadily on knowing that their hours are recorded correctly. I know that it gives our hourly employees the faith and confidence that we're properly recording their time, assigning their wages, properly calculating their overtime,” Kevin says. 

Employees should also be able to access an employee portal where they can set up direct deposit, as well as see their statements, view past paychecks, the current rate of pay, and other pertinent information about their job to allow for full transparency and prevent confusion.

Staff Accordingly

How do you know how many servers to schedule each Thursday? You could guess, run the risk of having too many servers or forgetting a busser — but your POS has the answer ready. Historical sales data can help you plan for the future. Whether it’s next week or next month, you’ll know what sort of shift to expect and how many cooks, bussers, and servers to put on the schedule. Additionally, your POS can display gratuity, total guest count, table turn time, and payment methods. This gives you insight into how to prepare your kitchen and dining room staff.

Scheduling Assistance

Scheduling your staff is a difficult process no matter what. There’s a ton of requests that you have to keep track of, schedules to work around, and overtime to consider. Some POS systems have integrations that allow you to reduce time spent creating schedules and give your employees the ability to quickly and easily request time off, offer up a scheduled shift, and view their schedule any time. Additionally,  your data labor syncs directly into the scheduling platform, so you don’t have to toggle back-and-forth between two programs while creating schedules. 

There’s a lot that can go wrong when managing staff and keeping an eye on labor, but with the proper tools, you won’t have to worry about all the time-sucking overtime calculations, clock-in corrections, or scheduling complications. Let your POS system be a provider, not just a cash register. 

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