Hospitech.

Guides For managers

Your first half hour

Company, venues, staff, and the first roster. Do these in order — each one fills in the next.

About 30 minutes

  1. Create the company

    Sign up, then the setup screen asks for your business name and the modules you want. This is the only time you type the company name.

  2. Add your venues

    Venues in the sidebar. One row per trading location, each with its own opening hours and timezone. A single café is one venue — you still need it, because rosters and food-safety records hang off it.

  3. Add your staff

    Staff → Add someone. Name, role, venue, start date and pay rate. Everything else can wait. Staff you add here are known to every module you own — you never re-enter them for HACCP or Training.

  4. Everyone sets their own clock-in PIN

    Each person picks their own four digits, behind their own login — their dashboard → Clock-in PIN. PINs are stored scrambled, so nobody (including us, including you) can read one back; the obvious ones like 1234 are refused, and two people at the same venue can't hold the same PIN. Forgotten? They just set a new one — nothing for you to look up.

  5. Set your break rules

    Time → Settings → Breaks. These decide what gets deducted from a shift, so get them right before the first timesheet rather than arguing about it after. The defaults follow the Organisation of Working Time Act; your contracts may say something different, and yours win.

  6. Build week one

    Time → Schedule. Drag people onto days. Once one week is right, copy it forward — most venues run a shape, not a fresh puzzle every Monday.

  7. Put the tablet up

    Time → Settings → Kiosk pairs a tablet to a venue. Mount it where people actually pass, not in the office. It works with the wifi down and syncs when it comes back.

When it doesn't go to plan

  • Nobody appears on the tablet. They need a venue on their staff record — someone added without one belongs to the company but to no door.
  • Growing past 10 staff? Free Time covers up to 10. Go over and nothing stops working — you get a 30-day window, so a busy month or a notice-period overlap never costs you anything. After that, Time is €49.99 a month per venue, unlimited staff, and we'll talk to you before anything changes.

Stuck on something that isn't here? Mail hello@hospitech.ie and tell us what you were trying to do. The gap is ours, not yours.

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