Roles, shifts, pay structure, and the location of every employee — all in one HR platform for restaurants. With Kappino you always know who’s working, when, and what it costs you. Stop chasing spreadsheets and group chats.
Restaurant staff management software is a digital tool that centralizes roles, shifts, pay, labor costs, and locations in one platform. It replaces spreadsheets, chat threads, and paper notes with a structured system that keeps every piece of staff data current in real time, giving owners and managers a constant, clear view of how the team is organized and what it costs every month.
The restaurant industry has some of the highest turnover and most fragmented schedules of any sector. Split shifts, part-timers, seasonal hires, rotating crews, and multiple locations to coordinate: without proper restaurant staff management software , every week turns into a scramble.
Kappino centralizes front-of-house and kitchen shift planning, role management, pay structure, and cost tracking in one platform connected to the rest of your operations.
Every team member has a profile with name, position, role on the team, assigned shifts, and location. All details can be updated in real time by anyone with the right permissions.
Define and assign specific roles — server, chef, cook, bartender, floor manager, host — with the flexibility to manage front-of-house and kitchen staff separately.
Set hours and working days for each employee. Manage split shifts, lunch, dinner, and weekend coverage with a clear structure you can read at a glance.
Choose hourly, weekly or monthly pay for each profile and enter the rate. The Staff dashboard totals your fixed monthly salary cost automatically, updating with every change. Only admins can edit pay.
Running more than one venue? Assign each employee to their home location. Get a unified view of headcount across every site without switching tools.
Only authorized users can add employees, change shifts, or update pay structures. A roles and permissions matrix covers 30 modules, so sensitive staff data stays protected.
Scheduling a restaurant isn’t like scheduling an office. Split shifts, rotating roles, lunch-and-dinner coverage, part-time staff: Kappino organizes all of it without making the job harder for whoever runs it.
A restaurant open for both lunch and dinner has completely different needs than a dinner-only venue. With Kappino you can set different hours for each employee — morning, lunch, dinner, split shift — and tie them to specific working days of the week.
Not everyone needs access to every piece of staff data. A floor manager doesn’t necessarily need to see the full pay structure. A cook shouldn’t be able to change someone else’s shift. Kappino handles permissions with a matrix of roles and modules, each set to none, view, edit or full access. Full-access users can add employees, edit their data, change shifts, and assign locations. Staff receive their published shifts by email, without access to pay data.
One of the most common questions restaurant owners ask: “What is staff really costing me this month?” With Kappino you get a quick answer. The Staff dashboard shows total staff, how many are salaried or hourly, and total fixed monthly cost. Workforce AI adds scheduled labour cost and labour % of sales. These figures update automatically every time a profile or shift changes — no manual calculations.
Labor is the heaviest line item on any restaurant’s P&L. Workforce AI’s Labor & Cost view turns your schedule into the numbers you need to manage it — this week and in the weeks ahead.
Scheduled hours and cost for the week, labour as a percentage of sales against your target, and overtime shifts flagged.
See what the next four weeks will cost, calculated from your published and draft shifts.
Compare demand hours with your team’s capacity by area and see where you may need to hire.
A rule-based list highlights team members who may be at risk of leaving, so you can act early.
See at a glance which days and hours are under- or over-staffed against demand.
Download the schedule as PDF or CSV, and your team list and labour data as CSV.
A restaurant isn’t made of generic employees. Every venue has its own role structure, with different responsibilities across the floor, kitchen, bar, and management. Kappino lets you define specific roles for every profile and keep them split by department.
Keep service, kitchen, support, admin, inventory, and multi-site responsibilities clear without using separate spreadsheets or disconnected notes.
Kitchen shifts, lunch and dinner hours, hourly cost specific to the kitchen team.
Rotation between services, split shifts, assignment to the dining room or patio.
Extended permissions to manage their team and organize service.
Bar-specific shifts, kept separate from the kitchen crew, with their own hours.
Dishwashers, kitchen porters, stockroom staff: same level of clarity as every other role.
Full access to add, edit, and manage the entire team.
Unified view of staff across every location, with assignment by venue.
Connected to the inventory management module for hybrid roles.
There’s no single type of venue. Kappino adapts to the operational needs of every format — from the small family-run restaurant to the multi-site chain — on the same simple, straightforward platform.
One personnel system for every venue format.
Manage front-of-house and kitchen crews, lunch and dinner shifts, weekend coverage. Track monthly labor cost without a single spreadsheet.
Organize morning, afternoon, and evening shifts for baristas, servers, and cashiers. Kappino’s bar management software includes this module.
Rotate pizza makers, counter staff, and delivery drivers — each role with its own hours and cost. Set it up once, update it in seconds.
Assign every employee to their venue, keep management separate per location, and get an aggregated view of costs across the whole network.
Staff that move between venues for every event, non-standard shifts, flexible roles: Kappino also handles the most variable team structures in hospitality.
Manage floor, kitchen, bar, and breakfast staff separately, with assignment by department and cost control specific to each F&B area.
No technical training needed. Load your team, assign shifts, and get a clear view of monthly staff costs — you can even add your staff in bulk from a CSV file in the Quick Setup wizard and invite them by email.
Enter name, role, and position at the venue. It only takes a few seconds to add each team member. You can edit the details at any time.
Set working hours and operating days for each profile. Handle split shifts, part-time schedules, and rotations between services just as easily.
Add monthly salary and hourly rate for each employee. Total monthly cost updates automatically — no manual math.
Running more than one venue? Assign each person to their home location. The org chart stays clear even with teams spread across multiple sites.
Every change is visible instantly. Add new employees, update shifts, and keep an eye on total staff cost right from the dashboard.
Choose the package that fits your restaurant operations and business needs.
Essential tools for small restaurants, cafés, and single-location businesses.
€99/ month
What's included:
Most popular plan
Advanced operational tools for growing restaurants.
€199/ month
What's included:
Advanced tools for multi-branch operations, integrations, loyalty, and AI.
€399/ month
What's included:
Prices are for business customers and exclude VAT and other applicable taxes, which are shown on your invoice. Prices per month. Final pricing may vary depending on setup, integrations, support requirements and business needs. Not sure which plan fits? Book a personalised demo
Clear answers about staff management software, restaurant shifts, monthly labor costs, multi-location teams, permissions, and Workforce AI.
These answers explain how Kappino helps restaurants centralize roles, shifts, pay, labor costs, staff access, and venue locations in one platform.
Restaurant staff management software is a digital tool that centralizes roles, shifts, pay, labor costs, and locations in one platform. It replaces spreadsheets, chat threads, and paper notes with a system that keeps every piece of staff data current in real time.
With Kappino, anyone with the right permissions can assign shifts and working days to each employee directly from the platform. Every profile shows hours, assigned location, and role, giving an instant overview of team coverage for any time slot of the week.
Yes. Kappino automatically shows your total staff, how many are salaried or hourly, and your total fixed monthly cost. Workforce AI adds scheduled labour cost, labour % of sales and a four-week labour cost forecast. These figures update automatically with every change.
Yes. Each employee can be assigned to a specific location. Owners and managers running multiple venues get a unified view of staff and costs across every site, without juggling separate systems or files.
Only users with the right permissions can add employees, change shifts, update pay structures, or reassign locations. The access control system protects sensitive information from unauthorized changes.
Yes. The Staff & HR module is built for the whole hospitality industry: restaurants, bars, pizzerias, cafés, and catering businesses. Shift, role, and cost features adapt to any type of venue, regardless of team size.
The Staff & HR module lets you manage staff profiles, roles, pay and locations. The Workforce AI module adds intelligence: it plans shifts from forecast demand and availability, lets you compare your rota with the AI plan, staffs events automatically with Auto-staff, and forecasts hiring needs and labour cost.
POS, orders, kitchen flow, inventory, reporting and AI tools built for modern restaurant operations.
