Restaurant, Billing & Integrations

These three settings areas live under their own pages in the navigation and are mostly restricted to Owners and Ops Managers (some parts, like branch hours, may also be editable by branch Managers). If you don’t see one of these pages at all, your role doesn’t have access to it.

Restaurant & Branches

Go to Restaurant in the navigation to manage your restaurant’s name, branches, contract categories, timesheet report emails, org chart, and holidays.

Restaurant name and pay visibility

• To rename your restaurant, update the Name field under the restaurant section and click Save.
• The Show pay to employees toggle controls whether employees can see their own pay rate information anywhere in the app. Turn it off if you’d rather keep pay details manager-only.

Contract categories

Contract categories (for example “Full-time” or “Part-time”) define the baseline rules for a group of employees.

1. Click Add category at the top of the Contract Categories section.
2. Enter a Name and the Minimum weekly hours for that category.
3. Click Add category to save it.

For each existing category you can also:

• Change its name or minimum weekly hours and click Save on that row.
• Toggle Allow edit days - whether employees in this category can change which days they’re scheduled to work.
• Toggle Allow edit times - whether employees in this category can adjust their own start/end times.
• Delete a category using the trash icon (categories that are still filled by employees can’t be removed until they’re reassigned).

Branches

1. Click Add branch in the Branches section.
2. Enter the branch Name and, optionally, its Address.
3. Click Add branch to create it.

For each branch, you can also manage:

• Location - click Set location (or Edit if one is already set) to enter latitude/longitude, or click Use my location to fill them in automatically from your browser. This is used for location-based clock-in checks.
• Areas - click Add area to create a named area (e.g. “Kitchen”, “Bar”) with a type of Kitchen, Storage, Dining, or Bar. Areas show as badges under the branch.
• Kiosk link - every branch has its own check-in link and QR code for staff to clock in on a shared tablet. Click Copy link to copy it, or Reset to generate a new link (this invalidates the old one, so update any printed QR codes after resetting).
• Check-in method - choose whether staff clock in at this branch using a PIN or by scanning a QR code.
• Show pay to employees - the same pay-visibility toggle as above, but scoped to just this branch (overrides the restaurant-wide setting for staff at this location).
• Operating hours - click Operating hours to expand a weekly schedule. For each day, mark it Closed or set an open and close time, then click Save hours.
• Delete a branch using the trash icon.

Timesheet report emails

If payroll reporting is enabled for your account, a Timesheet Reports section lets you set up automatic email summaries:

1. Turn on Send timesheet reports.
2. Choose how often to send them: Daily, Weekly, or Monthly.
3. Choose the send time (hour of the day) the report should go out.
4. Optionally add extra recipients - additional email addresses (besides the account owner) who should also receive the report.
5. Toggle Include labor cost if you want the report to show estimated labor cost alongside hours.
6. Set a Late threshold (minutes) - how many minutes after a shift’s start time counts as “late” in the report.
7. Click Save to apply your settings.

Below that, check the box next to each branch you want included in the report - branches left unchecked are excluded.

Use Send test email at any time to send yourself a sample report immediately, without waiting for the schedule. The page also shows when the report was last sent, or the error message from the last failed attempt, if any.

Org chart

The Org Chart section is a read-only view showing your restaurant’s reporting structure: Owners and Ops Managers at the top, then each branch’s Managers, Supervisors, and Employees underneath. Anyone listed can be clicked through to their employee profile. Anyone not yet assigned to a branch role appears in an Unassigned list at the bottom.

Holidays

1. Click Add holiday in the Holidays section.
2. Set the Date and a Name for the holiday.
3. Choose which branch it applies to, or leave it as All branches.
4. Choose the holiday type:
   • Closed - the branch is fully closed that day.
   • Half day - the branch operates on reduced hours (handled elsewhere in scheduling).
   • Custom hours - set specific open and close times just for that day.
5. Click Add holiday to save it.

Existing holidays are listed with their date, type, and branch, and can be removed with the trash icon.

Scheduling warning toggles

Two related settings live on the Shift Plan page instead of the Restaurant page: click the gear/Settings icon at the top of Shift Plan (visible to those who can manage planning) to open Shift plan settings, where you can toggle:

• Warn on skill mismatch - asks for confirmation before assigning someone who isn’t skilled for that role.
• Warn on availability mismatch - asks for confirmation before assigning someone outside the availability they’ve submitted.

Both apply restaurant-wide and are on by default.

Billing

Go to Billing in the navigation to view your restaurant’s plan and payment information. This page is informational - it shows what SessionPilot has on file for your account; it isn’t used to change your plan or make payments yourself. If you need to change your plan, add a branch to your contract, or have a billing question, contact the SessionPilot team.

The page shows:

• Current plan - your plan’s price, billing period, and how often you’re billed (e.g. monthly, annually).
• Commitment - if your contract has a minimum commitment term, this shows how many months and the start date; otherwise it shows “month-to-month”.
• Total received - the total amount SessionPilot has received from your restaurant, and how many invoices have been paid.
• Contract - your current signed contract version, annual fee, effective and end dates, and employee limit (if applicable). You can download it as a PDF or Word document.
• Invoices - a list of past invoices issued to your restaurant.
• Plan history - a table of past plan changes, including the date changed, price, billing frequency, commitment, and any note about the change (only shown if your plan has changed before).

Integrations

Go to Integrations in the navigation to connect SessionPilot OPS to third-party HR and payroll platforms so employee data stays in sync. This is a new area of the app - currently there’s one integration available: Nmbrs, a Dutch/Belgian payroll and HR platform.

Nmbrs uses a secure login handoff (OAuth) rather than an API key you copy and paste in - you log into your own Nmbrs account directly, and SessionPilot never sees or stores your Nmbrs password.

If it says “Not available yet”

If the Nmbrs card shows Not available yet, the SessionPilot team hasn’t finished setting up the platform-wide connection to Nmbrs for your account yet. Contact support to have it enabled - there’s nothing to configure on your end until then.

Connecting Nmbrs

1. Click Connect Nmbrs.
2. You’ll be redirected to Nmbrs and asked to log into your own Nmbrs account (if you aren’t already) and grant SessionPilot access.
3. After you approve access, you’re brought back to the Integrations page, now showing Connected.

Choosing a company

Once connected, select which Nmbrs company record to link:

1. Use the Nmbrs company dropdown to choose the correct company.
2. Click Save.

The page shows which company is currently connected as “Connected as [company name]” until one is chosen.

Importing employees

Once a company is selected, click Import employees to pull employee names from Nmbrs into SessionPilot.

• Employees are matched by their Nmbrs employee ID, so importing again later updates existing people’s names instead of creating duplicates.
• Only basic info (full name) is imported - you’ll still need to fill in other employee details in SessionPilot separately.
• After an import finishes, the page shows how many employees were added, updated, and skipped, along with the date and time of the last import.
• If your plan has an employee limit and the import would exceed it, the import stops partway through and tells you how many were added before hitting the limit - upgrade your plan to import the rest.

Disconnecting

Click Disconnect to remove the Nmbrs connection. This clears the saved company selection; you’ll need to reconnect and choose a company again before importing.