Qvian Staff App — the Mobile App for Floor Staff
The mobile staff app: install it, sign in, pin your tabs, and use attendance, restaurant, kitchen, front desk, housekeeping, dive, delivery, recounts, stock check, day book, documents, tasks, My HR and reconciliation from a phone.
The Qvian Staff App is a separate mobile app for staff who work away from a desk. It installs to a phone's home screen, signs in with the same account as the main system, and shows only the modules a person's permissions and their business unit allow. The bottom bar has five slots — Home, Menu, and three tabs each person pins for themselves.
Last updated
What the staff app is for
The main Qvian system is built for a desk. The staff app is built for a phone in an apron pocket: a waiter taking an order at the table, a housekeeper updating a room, a divemaster on a boat, a storekeeper counting a shelf. It talks to the same data as the desktop system, so anything done on a phone is immediately visible in the office.
It is a progressive web app, so there is nothing to install from an app store — you open a web address and add it to your home screen.
Getting started
How to Install the Staff App on a Phone (add to home screen, install staff app, staff PWA)
Installing gives you a full-screen app with its own icon, rather than a browser tab.
Before you start: Ask your manager or administrator for the staff app web address for your organization.
- Open the staff app address in your phone browser — Safari on iPhone, Chrome on Android
- Sign in with your Qvian account
- On iPhone: tap the Share button, then Add to Home Screen
- On Android: open the browser menu and choose Install app or Add to Home screen
- Confirm the name and add it
Result: An app icon named Staff appears on your home screen and opens straight to your dashboard, full screen.
Note: Installing is optional — the app works in a browser tab. Installed, it launches faster and behaves like a native app.
How to Sign In and Choose Your Business Unit (staff app login, switch location, wrong outlet)
Your account can span several business units. What you see depends on which one you are working in.
- Open the staff app and enter your email and password
- If you belong to more than one organization, choose the organization
- Choose the business unit you are working in for this shift
- The dashboard loads with the modules available for that unit
Result: You are signed in and scoped to one business unit. Modules that do not apply to it are hidden.
Note: Signing into the staff app is separate from the desktop system — being signed in on a computer does not sign you in on the phone.
How to Choose Which Tabs Appear at the Bottom (customize tabs, pin modules, change bottom bar)
The bottom bar has five slots. Home and Menu are fixed; the middle three are yours to choose, so the work you do all day is one tap away.
- Tap Menu at the bottom right
- Tap Customize Tabs
- Tap up to three modules to pin. Once three are selected the rest are disabled
- Tap Save
Result: Your three chosen modules appear in the bottom bar on this device, and stay there between sessions.
Note: Use Reset to Default to clear your choices and let the app pick the first three modules available to you. Pinned tabs are per device, so your phone and a shared tablet can differ.
Finding your way around
- Home — always the leftmost tab. Your dashboard for the current business unit.
- Three pinned tabs — the modules you chose.
- Menu — always the rightmost tab. Opens a drawer listing every module you have access to, plus Settings, Customize Tabs and Sign Out.
A module you need is not in the bottom bar
You do not have to pin something to use it. Tap Menu and everything you can access is listed there. Pinning is only a shortcut for the things you use constantly.
Modules in the staff app
A module appears only when both conditions are met: you hold the permission for it, and the business unit you are signed into has that capability enabled. This is why a colleague on the same role can see a module you cannot — they are in a different business unit.
| Module | What you do with it | Appears when you have |
|---|---|---|
| Attendance | Clock in and out from your phone, with GPS and geofence validation, and review your own attendance history. Attendance & Time Tracking. | Attendance permission |
| My HR | Your own employment record — payslips, leave balance and requests. Managers also get a Team tab for approving their team’s requests. Humanics (HR). | Attendance or Tasks permission, on a business unit with Humanics enabled |
| Tasks | The work assigned to you today — checklists, photo evidence, and completion for verification. | Tasks permission, with Humanics enabled |
| Restaurant | Take table orders, add items to a running session, manage takeaway and delivery orders, and see order history. Restaurant POS & KDS. | Restaurant permission, with Restaurant enabled |
| Kitchen | The kitchen display — tickets by station, item and order status, and bumping completed work. Kitchen Guide. | Kitchen permission, with KDS enabled |
| Delivery | Accept or reject incoming delivery orders, manage kitchen load, and record handover on arrival. | Delivery permission, with Restaurant enabled |
| Front Desk | Arrivals, in-house guests and departures — check guests in and out from the floor rather than the desk. Hotel Front Desk. | Front desk permission, with Hotel Operations enabled |
| Reservations | Look up and work with reservations away from a desk. Reservation Management. | Front desk or reservation permission, with Hotel Operations or Reservations enabled |
| Housekeeping | Room status board — pick up rooms, mark them cleaned and inspected. | Housekeeping permission, with Hotel Operations enabled |
| Dive Ops | The dive board on a phone — departures, manifests, and diver status on the boat. Dive Board. | Dive operations permission, with Dive Operations enabled |
| Dive Check-In | The dive centre front desk — check divers in, capture certification, and run the guest wizard. | Dive operations permission, with Dive Operations enabled |
| Recounts | Run a physical stock count on the floor and submit it for variance review. Stock Recounts. | Inventory count permission, with Inventory enabled |
| Day Book | Record the day’s production, waste and count corrections from where the stock actually is. Stock Day Book. | Inventory adjust permission, with Inventory enabled |
| Stock Check | Scan or search a product to see its current stock without opening a full count. | Inventory read permission, with Inventory, Retail or POS enabled |
| Documents | Photograph a supplier invoice or receipt and send it into the processing queue. Document Intake. | Document create permission, with Purchase or Expenses enabled |
| Reconciliation | Close the trading day from the floor. Registers & Reconciliation. | Daily reconciliation permission, with Retail, POS or Restaurant enabled |
| Vendor | The lean phone-only register for street vendors — sell, stock, wastage and reports. | Street vendor permission, with Street Vendor enabled |
| Credit Mgmt | Customer credit and collections. Collect Payment. | Owner-level access, with Sales enabled |
| Payment Approvals | Review and approve customer payment proofs. | Owner-level access, with Restaurant, Retail or Hotel Operations enabled |
Troubleshooting
I can see a module on the desktop system but not on my phone
Cause: The staff app also filters by the business unit’s enabled modules, which is a narrower test than org-level permissions alone.
Fix: This is deliberate — it stops a retail outlet showing hotel and dive modules. Confirm with an administrator which modules are enabled on that business unit.
My pinned tabs disappeared or reset
Cause: Pinned tabs are stored on the device. Clearing browser data, using a different phone, or a private browsing window all lose them.
Fix: Tap Menu → Customize Tabs and pin your three again. On a shared device, expect them to change when someone else customises them.
The app asks me to sign in again on the phone
Cause: The staff app keeps its own session, separate from the desktop system.
Fix: Sign in with the same account you use on the desktop. Being signed in on a computer does not carry over to the phone, and vice versa.
I am seeing the wrong outlet’s orders or rooms
Cause: You are signed into a different business unit from the one you are physically working in.
Fix: Sign out from Menu → Sign Out, sign back in, and pick the correct business unit at the picker.
The app is not working offline
Cause: The staff app reads and writes live operational data — orders, room status, stock — which cannot be served from a stale cache without risking conflicting changes.
Fix: A network connection is required. If coverage is poor in parts of your property, complete the action where you have signal rather than relying on it queuing.