Set Up Tip Pools with Ghost Users & Roles

If your restaurant uses shared POS user profiles for certain ordering areas (like bars or counters), you may be using what are commonly known as Ghost Users. Your team may not refer to these as "Ghost Users", but if you're using shared POS profiles for processing tips, this still applies. This article walks through how to configure Tip Pools when Ghost Users and Roles are part of your setup.

What is a Ghost User?

A Ghost User is a user profile created in your POS system to process orders, but it's not tied to an actual employee. These are typically used when a restaurant wants orders from a specific area (like a bar or counter) processed under a single user profile instead of individual employee profiles. 

You’ll often see Ghost Users at bars (e.g., orders processed under a Bar Lunch user), or fast-casual restaurants using a central register or shared terminal. 

What is a Ghost Role?

A Ghost Role is a Role created in 7shifts (and the corresponding Job Code in your POS) specifically for Ghost Users. This Role is used only for Tip Pooling purposes. When Ghost Users accept tips in the POS, assigning them to a unique Ghost Role/Job ensures:

• they contribute tips to the pool
• they do not receive any tips

Example Setup

Let's say all bar orders are processed using a POS user called Bar Lunch. Here's how to set it up correctly:

1. Create a Ghost User in 7shifts. Make sure a matching ghost user (e.g., Bar Lunch) exists in 7shifts and is mapped to the POS user. This lets us read orders and tips processed by that profile.
2. Create and Assign a Ghost Role. Ensure it is assigned to a unique Ghost Role in both 7shifts and your POS.
   • The role should not be shared with employees who receive tips.
   • If Employee Sync is enabled, update the Role in the POS and let it sync into 7shifts.
3. Go to the Integrations mapping page the and ensure the Ghost Role is mapped between 7shifts and your POS system.
4. In the Tip Pool settings, set the Ghost Role (e.g., Bar Drawer) to contribute only. Do not include it as a receiver: