The Tip Pool feature helps restaurants configure contribution rates and distribute pooled tips among staff roles or employees according to the restaurant’s policies.

Restaurants can pool tips or calculate contributions based on sales to create a shared fund, then distribute it by percentage or points. Tips can be distributed by full workday or shift, reducing manual calculations and ensuring a consistent calculation of the tips employees actually receive.

III. Instruction Steps

1. Set up the Tip Calculation and Distribution Policy

On the dashboard, go to Settings → Sales → Tips.
Open Tip pool.
Under Policy settings, select Full workday or Shift.

1.1. Full Workday: Distribute tips by day

Select Full workday to calculate and distribute tips for the entire workday.

The system calculates tips at the end of the day, at 23:59.
The tip pool includes all contributions made during the day.
Eligible employees and hours worked are determined using timekeeping data and the applicable exception rules.

Example: The morning shift contributes $700, and the afternoon shift contributes $400. The total daily pool of $1,100 is distributed among eligible employees for that day.

If the restaurant’s sales period runs from 8:00 PM to 7:59 PM the following day, the tip pool is calculated using that sales period.

1.2. Shift: Distribute tips by shift

Select Shift to calculate and distribute tips separately for each shift.

At the end of each shift, the system totals the contributions made during that shift.
The pool is distributed among eligible employees who worked that shift.

Example:

The morning shift contributes $700: This pool is distributed among employees who worked the morning shift.
The afternoon shift contributes $400: This pool is distributed among employees who worked the afternoon shift.

1.3. Conditions for changing the policy

If no shifts have been configured or all shifts are inactive, the Shift policy cannot be saved. The system displays:“There are no shifts setup in the system. Please create a shift before enabling shift-based tip pooling.”
If any employees have not clocked out, the system prevents policy changes and displays:“Cannot change policy settings because some employees have not clocked out.”
If any tip reports have an Open status, the system requests confirmation because these reports will be recalculated using the new policy.

Notes on Timekeeping:

Restaurants can configure Tip Pool even if they do not use CukCuk’s Timekeeping feature.
When Timekeeping is used, the system applies the Tip Pool settings to calculate and distribute tips.
When Timekeeping is not used, the system records tips by order without calculating or distributing them according to the Tip Pool settings.

2. Add a Tip Pool

In the Tip pools part, select Add tip pool.
Enter the pool name.
Configure Contribute, Receive, and Settings.
Click Save to save the pool or Cancel to cancel.

Pool name rules:

The pool name is required.
There is no character limit.
The system does not check for duplicate names.
If the field is blank, the system displays “Must not be empty.”

New tip pools are added to the end of the list.

2.1. Configure Contributing Roles

In the Add tip pool screen, under Contribute:

Select the contributing role in Staff role.
Enter the contribution percentage in Contributes.
Select the contribution basis in Apply for.

2.1.1. Select Staff Roles

You can search for and select multiple roles.
Each row applies to one role only.
When multiple roles are selected, the system creates a separate row for each role.

2.1.2. Enter the Contribution Percentage

Enter a value from 0% to 100%.
If the value exceeds 100%, the system resets it to 100%.
The field cannot be blank. If it is blank, the system displays “Must not be empty.”

2.1.3. Select the Contribution Basis

Under Apply for, select:

Cash tip: Tips received in cash.
Non-cash tips: Tips received through non-cash payment methods.
Categories: Sales from selected menu categories, including items, modifiers, and add-ons, after promotions are deducted.
Gratuity: Cash and non-cash gratuity.

For Categories:

You can select one or more menu categories.
The list includes both active and inactive categories.
Select Categories to select all categories, or clear it to deselect all categories.
When at least one category is selected, the Categories checkbox is automatically checked.

You can add or delete contribution rows. The system always keeps at least one row. If only one row remains, deleting it clears its contents instead of removing the row.

2.2. Configure Receiving Roles

Under Receive:

Select the receiving role in Staff role.
Enter the percentage or points in Receive, depending on the method selected under Settings.
Add rows to configure other roles or delete unused rows.

Entry rules:

With Percentage, the total receiving percentage across all roles must equal 100%.
A role can be assigned 0%.
If one role is assigned 100%, subsequently added roles default to 0%.
If an entered percentage exceeds the remaining percentage, or the total is below 100%, the system displays a warning.
With Points, there is no limit on the number of points entered.
The system always keeps at least one row. If only one row remains, deleting it clears its contents instead of removing the row.

The amount distributed is the total contribution to the corresponding tip pool.

2.3. Select the Distribution Method

Select how tip shares are determined:

Points: Distribute tips based on the points assigned to each role. Each employee in that role receives the configured points. This is the default option.
Percentage: Each role receives a fixed percentage of the pool, regardless of the number of employees. The role’s share is then distributed among employees in that role.

2.3.2. Tip Distribution

Select how tips are distributed among employees:

By hours: Distribute tips based on hours worked. This is the default option.
Equally: Distribute tips without considering hours worked. When Points is selected, each employee’s assigned points are still used to determine their share.

2.3.3. Examples

Assume the tip pool contains $30, with the following employees:

Waitstaff A: 4 hours, 2 points.
Waitstaff B: 6 hours, 2 points.
Cashier: 4 hours, 1 point.

Points + Proportionally by hours worked

Weighted points are calculated as follows:

Weighted points = Assigned points × Hours worked

The total weighted points are $8 + 12 + 4 = 24$ .

Waitstaff A receives $10.
Waitstaff B receives $15.
The cashier receives $5.

Points + Equally regardless of hours worked

The total points are $2 + 2 + 1 = 5$ .

Waitstaff A receives $12.
Waitstaff B receives $12.
The cashier receives $6.

Percentage + Proportionally by hours worked

Assume the bartender role receives 60%, and the host role receives 40%:

The waitstaff role receives $18:
- Waitstaff A receives $7.20.
- Waitstaff B receives $10.80.
The cashier receives $12.

Percentage + Equally regardless of hours worked

Using the same percentages:

Waitstaff A receives $9.
Waitstaff B receives $9.
The cashier receives $12.

3. Edit, Reorder, and Delete Tip Pools

3.1. Edit a Tip Pool

Open the tip pool you want to edit.
In Edit tip pool, update the information.
Click Save.

The configuration rules are the same as those in Add tip pool.

3.2. Reorder Tip Pools

Move tip pools to the desired positions in the list. The new order is updated immediately and determines the sequence in which contributions are calculated.

The list displays:

No.: Priority order.
Name: Tip pool name.
Description: Contributing roles, contribution percentages, and receiving roles with their percentages or points.

3.3. Delete a Tip Pool

Select the delete action for the pool you want to remove.
Review the confirmation message:“Are you sure you want to delete tip pool {tip pool name}?”
Select Yes to delete the pool or No to cancel.

Notes:

Existing report data calculated using the deleted pool is not affected.
Subsequent pools move up one position.
If any employees have not clocked out, the pool cannot be deleted. The system displays:“Cannot delete tip pool because some employees have not clocked out.”
If any reports have an Open status, the system requests confirmation to recalculate them using the new settings.
If no tip pools are configured, the system applies Tip directly: Employees receive all their own tips.

4. Contribution and Actual Tip Calculation Rules

4.1. Calculate Contributions in Pool Order

Tip pools are calculated from top to bottom. If an employee contributes to multiple pools, the contribution to the next pool is calculated using the remaining balance after contributions to preceding pools.

Example: An employee has $100:

Pool 1 requires an 80% contribution: The employee contributes $80, leaving $20.
Pool 2 requires a 20% contribution: The employee contributes $4, which is 20% of the remaining $20.

If the employee contributes the full amount to the first pool, contributions to subsequent pools are 0.

A role can participate in multiple pools and can both contribute to and receive tips from the same pool.

4.2. Contributions Cannot Exceed the Available Amount

If the configured contribution exceeds the available amount, the employee contributes only the full amount available.

Example: The required contribution is $100, but the employee has only $20. The actual contribution is $20.

Contributions are based on the original tips recorded on the order.

4.3. Total Tips Actually Received

Total tips received = Retained tips + Tips received from tip pools

Retained tips are the portion that does not need to be contributed to the pools.

4.4. Recording Time

Tips are recorded in the pool for the day or shift when the bill is paid, when the bill has a Paid/Closed status.

4.5. Rounding

Contributions are rounded separately for cash and non-cash amounts in each pool, then deducted to determine the remaining balance.
For contributions based on menu category sales, the system rounds the cash portion. The non-cash portion equals the total contribution minus the rounded cash portion.
If the contribution exceeds the original tips, the system limits the contribution to 100% of the original tips. The cash and non-cash proportions are determined using the bill data.

5. Timekeeping Data Used for Tip Distribution

The system uses Clock in/Clock out data to identify working employees and calculate eligible hours. Employees without working-hour data who do not qualify for an exception are not included in tip calculations.

5.1. Full Workday

Both Clock in and Clock out are available: Use timekeeping data and the existing total-hours calculation used in Payroll.
No timekeeping data: Tips are not calculated. When data is added or adjusted, the system recalculates the tips.
Missing Clock out with Scheduling enabled: Use the work schedule to determine the expected end time.
Without Scheduling:
- If Clock out is available, calculate hours up to the Clock out time.
- If Clock out is missing, temporarily calculate hours up to the end of Business hours.

For employees exempt from timekeeping:

If timekeeping data is available, use that data.
If no timekeeping data or shifts are available, use Business hours.
If shifts are available, use the configured shifts.

5.2. Shift

Only hours within the shift are included.
If Clock out is missing and Scheduling is not used, temporarily use the shift closing time as the end time.
If Scheduling is used and an employee works across shifts, time up to the current shift’s closing time belongs to that shift. Subsequent time belongs to the next shift.
When the actual Clock out data becomes available, the system updates and recalculates the tips.

6. Handle Added, Adjusted, or Refunded Tips

6.1. Open Reports

When Add tip, Adjust tip, Refund tip, or a timekeeping adjustment is performed, the system updates and recalculates the data directly in the open report.

6.2. Closed Reports

Changes are recorded in the following day’s report.

The system compares the recalculated tips with the amount already received and records the difference under Adjustment:

Positive (+): The employee receives an additional amount.
Negative (-): An amount is deducted from the employee’s tips.

Negative adjustments are deducted gradually from tips received. Any remaining deduction is carried forward to subsequent days.

If Clock in/Clock out is adjusted after a report is closed, the system updates the tips for the affected employee. Amounts already distributed to other employees remain unchanged.

7. View the Tip Management Report on the POS

7.1. Open the Report

On the POS, open Tip management.

The report heading displays the reporting period using the device’s date and time format. Tips are calculated from the start of the selected period up to the time the report is viewed.

7.2. Filter and Search

Available time filters include:

Today
Yesterday
This week
Last week
Custom

With Custom, you can select a maximum of 15 days. If the range exceeds this limit, the system displays:

“Date range cannot exceed 15 days. Please select a shorter range.”

The Custom screen remains open so you can adjust the range.

You can also:

Filter by role. Roles are listed alphabetically.
Enter an employee name or role in Search staff, role. The system searches by individual words.

7.3. Show by Shift

Enabled: Display shift rows and the corresponding employees.
Disabled: Hide shift rows and consolidate data across all shifts up to the time the report is viewed.

Default status:

Full workday: Disabled.
Shift: Enabled.
If no shifts are configured or all shifts are inactive, this option cannot be enabled.

When enabled:

With Full workday, tips displayed in shift rows are distributed among employees in the same role within the daily calculation scope.
With Shift, tips are distributed only among employees who worked the corresponding shift.

7.4. Displayed Information

Shift information: Shift name, date, and status:
- Open: The tip report has not been closed.
- Close: The tip report has been closed.
Staff: Employee name.
Role: Employee role.
Hours worked: Hours worked up to the time the report is viewed.
Tip cash: Cash tips and gratuity actually received.
Tip non-cash: Non-cash tips and gratuity actually received.
Total tips: The total of Tip cash and Tip non-cash.

If the same shift occurs multiple times in a day, each occurrence appears on a separate row.

7.5. View Employee Details

Tap an employee’s row to view:

Tips and gratuity collected from customers, separated into cash and non-cash amounts.
Contributions to and amounts received from each tip pool.
Tip adjustments.
Tips and gratuity actually received.

You can print the details from this screen.

8. Print Reports and Review the Access Log

8.1. Print the Entire Report

Tap Print to print the full list in the report.

8.2. Print by Shift

Tap the three-dot icon on the shift row.
Select the print function.

The system prints information for all employees in the selected shift.

8.3. Print by Employee

Tap the three-dot icon on the employee row.
Select the print function.

The system prints the selected employee’s tip details.

8.4. Access Log

Printing actions are recorded with the following information:

User: The person who performed the action.
Time: The time of printing.
Access to: Tip management.
Action: Print.
Reference: Blank.
Details: Tip report and the reporting period.

For Today or Yesterday, the start and end dates are the same. Changes to Tip Pool settings are also recorded in the Access log.

9. Track Tips in Reports and Payslips

Sales by staff: Records employee tips based on Tip Pool calculation results.
EOD: Updates tip data according to changes made on the POS.
Timekeeping and Payroll: Include Cash tip and Non-cash tip.
In Timekeeping, these two columns appear before Total tip and can be compared with Tip management.
App manager: Updates the Timesheet using the amounts distributed from tip pools.

To configure tip information on payslips:

Go to Payroll → Settings → Tip display.
Select Cash tip and/or Non-cash tip.
Clear any information you do not want to display.

Both options are selected by default.

10. Check Timekeeping and Tips During EOD

10.1. Employees Who Have Not Clocked Out Today

During EOD, the panel on the right displays a warning showing the number of employees who have not clocked out.

When confirming Clock out:

Yes: Record the Clock out time as the moment Yes is selected.
No: Close the message without clocking out the employees.

10.2. Employees Who Have Not Clocked Out on Previous Days

Select Yes in the message to open Timesheet, filter employees with missing Clock out records from previous days, and resolve those records.

The system does not allow EOD closing while any employees have not clocked out.

Tip out: Records the tip amount the employee receives.
Employees without sales are recorded with sales of 0.
Shift review, Sales overview, and Clock in/Clock out operations remain unchanged.

11. Configure Tip Manager Permissions

On the dashboard, open Settings –> Staff –> Manage roles.
Select a role.
Under Tip manager, select Use to display the app on the POS.
Clear the checkbox if you do not want the app to appear.