Tip Pool Distribution
Tip Pool Distribution is where a manager records the actual, sign-off-able split of a shift's total tip pool among the floor team — by role points, hours worked, or an equal split — and locks it once signed off. It is a separate, recorded workflow from the quick preview calculator on Staff Tip Tracking.
Overview
A distribution "run" holds a Date, Shift, Total Tip Pool amount, distribution Method, an optional Tip Tax Deduction %, a list of staff (name, role, hours or points depending on method) with live-calculated shares, and Notes.
Three distribution methods: By Points (Role) — each role has a configurable point value and each person's share is proportional to their points; By Hours Worked — proportional to hours logged for that shift; Equal Split — every included staff member gets the same amount.
A store-wide Policy sets the default method, a tip tax rate (deducted from the pool before distribution), and the default point value per role (Captain 3, Waiter 2, Bartender 2, Sommelier 2, Host 1, Helper 1, Busser 1, Manager 0 by default — 0 points excludes that role from the split).
A run starts as DRAFT and can be freely edited or deleted; once a manager enters their name and clicks "Sign Off & Save" (or uses the separate Sign-Off action), the status becomes SIGNED and edit/delete actions are hidden for that run.
Each run can be printed as a distribution sheet showing every staff member's share and a blank signature line for physical sign-off alongside the digital one.
Before You Start
- You must have the Billing feature enabled on your plan.
- Review the Policy (role point values, default method, tip tax rate) before your first distribution — it pre-fills every new run.
Step-by-Step Guide
1 Record a new distribution
- Open Finance & Payments → Tip Pool Distribution and click "New Distribution".
- Set the Date, Shift and Total Tip Pool amount, and choose a Distribution Method (Points, Hours or Equal).
- Optionally set a Tip Tax Deduction % — the net distributable pool updates live.
- Add each staff member by Name and Role (their point value auto-fills from Policy for Points method) plus Hours or Points as needed — shares recalculate live as you add people.
- Add Notes if needed, then click "Save Draft" to save without locking, or fill Manager Name and click "Sign Off & Save" to save and lock it immediately.
2 Sign off an existing draft
- Find the draft run (shown with a blue "Draft" badge) and click "Sign Off".
- Enter the manager's name in the Sign-Off dialog and confirm — the run becomes SIGNED and can no longer be edited or deleted.
3 Print a distribution sheet
- Click "Print" on any run (draft or signed) to open a printable sheet listing every staff member, their points/hours, and a blank signature line for a physical sign-off copy.
4 Update the pooling policy
- Click "Policy" in the header.
- Adjust the Default Method, Tip Tax Rate, and per-role Point Values (set a role to 0 to exclude it from future pools by default), plus an optional print note.
- Click "Save Policy" — this only affects new runs going forward, not existing ones.
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Date / Shift | Shift is one of Breakfast, Lunch, Dinner or Full Day. |
Total Tip Pool (₹) | The full amount collected in tips for this shift, before any tax deduction. |
Distribution Method | By Points (Role), By Hours Worked, or Equal Split — determines how each staff member's share is calculated. |
Tip Tax Deduction % | Percentage subtracted from Total Tip Pool before distribution, e.g. for restaurants that withhold tax on staff tips on their behalf; 0 by default. |
Staff (Name, Role, Hours/Points) | Added one at a time to the run; Hours field only shown for the Hours method, Points field only shown for the Points method (defaulting to that role's policy point value). |
Status | DRAFT (editable, deletable) or SIGNED (locked, requires a Manager Name entered at sign-off time and a timestamp). |
Tips & Best Practices
- Set role point values in Policy once, correctly, so you don't have to adjust each new run's per-staff points manually.
- Sign off distributions promptly once staff have been paid out — a signed run cannot be edited, which protects the payroll record from later changes.
- Print the distribution sheet even for signed-off runs if your restaurant also wants a physical signature from each staff member acknowledging their share.