Setting Up a Frontline Employee Who Only Sees Their Store

1. What a Frontline Employee Needs in Xenia

Frontline employees — cashiers, cooks, baristas, servers, store crew, maintenance workers — have the simplest set of needs in Xenia:

• See only what they need to do today: No clutter, no other people's tasks, no management reports
• Complete their assigned checklist and submit it: That's the primary daily action
• Report an issue if something comes up: A work request or flagged item
• Nothing else: They don't need reporting, template management, or user administration

The guiding principle for frontline setup is zero friction. When they open the app, their tasks should be right there. No navigation required. No configuration on their part. Just: "here's what you need to do today" — and a submit button when they're done.

Getting this wrong — giving frontline employees too many permissions, too many templates, or the wrong home screen — is one of the most common reasons teams abandon Xenia. If employees open the app and see 40 checklists, they give up. 

2. Create New Frontline Role

You may need multiple frontline roles depending on your org (Cashier, Cook, Barista, Store Crew, etc.). If different positions need to see different checklists, create separate roles. If everyone at the store sees the same checklists, one "Store" role works fine.

Go to Settings → Roles → Create Role

3. Give a title to your Frontline Role

4. Set Reporting Structure

5. Add Role Description

6. Restrict Role Permissions

Permissions to configure:

You would want them to access their tasks. This is a critical function. They need to see their assignment. Set task visibility to view your own tasks.

Under operation templates, they need to have access to operations template, but do not give them manage template. They would not be able to manage, create, delete, or edit any checklist, but they would only be able to access the template and submit it.

7. Assign Users

8. Toggle User Selection

9. Proceed To Home Page Layout

10. Select Location Pulse Homepage

11. Location Pulse Dashboard

12. Create Role

13. Invite Users And Set Location

Set Up the Account

Individual account (personal device):

• Invite with the employee's personal or work email
• Set role to the appropriate frontline role
• Assign location membership to their one store only

Role-based shared account (store tablet):

• Create account with a role-based email: cook.store5@yourcompany.com
• Set role to Cook (or Store Crew, etc.)
• Set location membership to Store 5 only
• Set the password directly (three dots → Update Password) rather than waiting for an invite email
• Log in on the tablet — the account stays logged in on the device

One location only: A frontline employee should be a member of exactly one location. Their store. Not any other store. This is what keeps their Xenia experience focused and simple.

14. Open Operations Tab

15. Configure Template Submission Access

For checklists assigned to frontline roles, set submission access:

For their daily checklists (opening, temperature logs, cleaning checklists):

• Frontline role → Tier 1: View own submissions only
• They can complete and submit, and they can see their own history
• They cannot see what other employees submitted

This keeps the frontline experience clean and focused on execution, not data review.

18. Review User Task Experience

What the Frontline Employee Experience Looks Like

When configured correctly:

On mobile or tablet:

• Opens the Xenia app → Location Pulse home screen appears immediately
• Sees today's tasks with due times and completion status
• Taps a task → opens the checklist → completes each step → taps Submit
• Task disappears from the "due today" list or shows as completed
• If something's wrong at the store, taps + → Submit Work Request → done

They never see:

• Tasks from other employees (those are on a different account)
• Templates they're not assigned to
• Reporting dashboards or data analytics
• Location settings, user settings, or admin controls
• Any other store's data

This is the experience that makes Xenia successful at the frontline level — it's simple enough that a new employee can be trained in under 5 minutes.

Common Frontline Setup Mistakes