FluteOS Docs

Overview

FluteOS Team Management covers the full workforce lifecycle — from onboarding new staff with the right role-based permissions, to building weekly schedules, managing shift coverage, configuring tip pooling, reviewing AI-generated coaching insights, and running payroll. Everything your team does in FluteOS is tracked and auditable.

Role-Based Access Control

FluteOS uses role-based access control (RBAC) to give team members exactly the permissions they need. Roles are assigned at the organization level, with optional brand-level scoping for multi-brand accounts.

Role summary:

Role	Capabilities
Owner	Full access to all features, billing, and settings. Cannot be removed by other members.
Admin	Full feature access except billing. Can invite and remove members.
Manager	Can create and manage experiences, campaigns, guests, and schedules. Cannot change org settings.
Staff	Can view assigned shifts, submit availability, and access tools scoped to their role. Cannot create campaigns or view guest PII.
Viewer	Read-only access to analytics and guest profiles. Cannot create or edit anything.

Brand Scope — On multi-brand accounts, Managers and Staff can be scoped to one or more specific brands, limiting their visibility to those brands' experiences, guests, and campaigns.

Inviting a Team Member

Go to Settings > Team.
Click Invite Member.
Enter the person's email address and select their role.
On multi-brand accounts, optionally restrict brand access under Brand Scope.
Click Send Invite. The invitee receives an email link to set their password (expires after 7 days; resend from the Pending Invites tab).

Changing a Role

Go to Settings > Team, find the member, and click the role badge. Select a new role from the dropdown — changes take effect immediately. You cannot demote the last Owner; transfer ownership first.

Revoking Access

Click ... next to any member and select Remove Member. The user loses access immediately. Their contributions (created experiences, shift records) are retained.

Workforce Scheduling

Go to Team > Schedule to build and manage your weekly shift schedule.

Building a Schedule

Navigate to the week you want to schedule using the date picker.
Click any open cell in the schedule grid (rows = staff members, columns = days).
Set the shift start time, end time, and role/position for that shift.
Click Save. The shift appears on the schedule and is visible to the assigned team member.

Repeat steps 2–4 for all shifts. Use Copy Week to duplicate the previous week's schedule as a starting point.

Availability and Requests

Staff members can submit their availability and time-off requests through the FluteOS Staff portal. Go to Team > Availability to review and approve requests. The schedule builder highlights conflicts between submitted availability and assigned shifts.

Shift Coverage

If a staff member needs to drop a shift, they can request coverage through the Staff portal. The request appears in Team > Coverage Requests where a Manager or Admin can:

Manually reassign the shift to another staff member
Post the shift to all eligible staff for self-assignment
Mark the shift as unstaffed for manual follow-up

Tip Pooling

Configure tip distribution rules under Team > Tip Pooling.

Choose a pooling method:
- Even split — All tips in a shift pool divided equally among eligible staff
- Weighted by hours — Tip share proportional to hours worked in the shift
- Role-based — Custom percentage allocations by role (e.g., servers 70%, support staff 30%)
Set which roles are eligible for tip pooling.
Connect your Stripe account (if not already connected) to enable automated tip distribution after shift close.

Tip summaries appear in each staff member's shift record and are included in payroll exports.

AI Coaching

Go to Team > Coaching to access AI-generated performance insights for your staff.

FluteOS analyzes data from tableside orders, guest feedback, QR scan attribution, and engagement scores to surface:

Top performers — Staff members whose shifts correlate with higher average order values, higher guest satisfaction scores, and more loyalty sign-ups
Coaching opportunities — Staff whose assigned shifts show lower performance metrics, with specific behavioral signals (e.g., "Shifts staffed by this team member show 23% lower loyalty enrollment rate than average")
Recommended actions — Suggested talking points or training focus areas for your next 1:1

Coaching insights are private to Managers and Admins — Staff members cannot see their own coaching data unless you share it with them.

Feedback and Notes

Managers can add private coaching notes to any staff profile under Team > Staff > [Member] > Coaching Notes. Notes are timestamped and visible only to Admins and Managers.

Payroll

Go to Team > Payroll to generate payroll summaries for hourly staff.

FluteOS aggregates:

Scheduled hours vs. actual shift hours (if clock-in/out is enabled)
Tips (from Stripe, post-pooling distribution)
Bonuses or adjustments added manually

Export payroll data as CSV for import into your payroll provider (ADP, Gusto, QuickBooks Payroll, or any system that accepts CSV). FluteOS does not process payroll directly — it generates the data for your provider.

Clock-In / Clock-Out

Enable clock-in via Settings > Team > Time Tracking. When enabled, staff must clock in at the start of each shift through the Staff portal or a shared kiosk device. Actual hours are recorded against scheduled hours. Discrepancies (late clock-ins, early clock-outs) are flagged in the payroll summary.

Audit Log

All team management actions — invites, role changes, schedule edits, removals — are logged under Settings > Team > Audit Log. Each entry records the acting user, the affected user, the action, and a timestamp. The audit log is immutable and cannot be cleared.

Tips

Use the Viewer role for brand partners or clients who need analytics visibility without the ability to accidentally edit campaigns.
Review the team roster quarterly and remove members who have left. Stale accounts are a common source of unauthorized access.
Publish the schedule at least 5 days in advance — staff need time to arrange personal commitments and coverage requests.
Share AI coaching insights constructively. Frame them as opportunities, not performance metrics — this improves adoption and staff retention.

Team Management