User Management
Manage your restaurant team by adding managers and employees to your account. Control who can access your admin panel and what they can do. All team members receive login credentials via email.
Manage your restaurant team by adding managers and employees to your account. Control who can access your admin panel and what they can do. All team members receive login credentials via email.
Understanding User Roles
Business Owner
- Full access to all features and settings
- Can add any role (managers and employees)
- Complete control over the business account
- Usually the person who signed up for the service
Manager
- Can manage orders, inventory, and team members
- Can add managers and employees (not owners)
- Access to most business operations
- Suitable for assistant managers or shift supervisors
Employee
- Can view and process orders
- Limited access to business operations
- Cannot add new team members
- Cannot modify business settings
- Suitable for kitchen staff, servers, or counter staff
Adding Team Members
Step-by-Step Process
- Go to Settings → Team
- Click “Add Team Member”
- Fill in their details
- Choose their role
- Save and send invitation
Required Information
Full Name
- The person’s real name as they want to be addressed
- Used for login display and communications
- Keep it professional and respectful
Email Address
- Must be unique across your account
- Will receive login credentials and notifications
- Use their work email if available
- Double-check spelling - this is how they access the system
Password
- Auto-generate recommended for security
- Or set manually if you have a password policy
- Users can change their password after first login
- Minimum requirements apply for manual passwords
Role Selection
- Manager: For supervisors and assistant managers
- Employee: For staff who need to process orders
- Choose based on what they need to do
What Happens Next
- Email sent immediately with login instructions
- Account created but inactive until they log in
- Welcome email includes temporary password (if auto-generated)
- First login may require password change
Managing Existing Users
Viewing Team Members
The users list shows:
- Name and email of each team member
- Their role and permissions
- Account status (active/inactive)
- When they joined
- What you can do with each user (based on your permissions)
Editing Team Members
- Find the user in your team list
- Click their name or the actions menu
- Select “Edit”
- Modify details as needed
- Save changes
What You Can Edit
- Name and email (with confirmation)
- Role (subject to your permissions)
- Password (leave blank to keep current)
Permission Changes
- Role changes take effect immediately
- Users may need to refresh their browser
- Email notifications sent for major changes
- Previous permissions revoked instantly
Deactivating Users
- Find the user to remove
- Click the actions menu (⋯)
- Select “Delete” or “Deactivate”
- Confirm the action
What Happens When Removed
- Immediate logout from all devices
- Cannot access the admin panel anymore
- Orders they were processing may need reassignment
- Data preserved but access revoked
Permission Levels
What Owners Can Do
- ✅ Add managers and employees
- ✅ Edit anyone’s role (including other owners)
- ✅ Delete any team member
- ✅ Access all business settings
- ✅ Manage billing and subscriptions
What Managers Can Do
- ✅ Add managers and employees (not owners)
- ✅ Edit employee roles (not other managers)
- ✅ Delete employees (not managers)
- ✅ Manage orders and inventory
- ✅ Access most business operations
What Employees Can Do
- ✅ View and process orders
- ✅ Update order status
- ✅ Access basic order information
- ❌ Cannot add team members
- ❌ Cannot change business settings
- ❌ Cannot access financial reports
Best Practices
Role Assignment
- Start with least privilege - give minimum required access
- Promote as needed - upgrade roles for trusted staff
- Regular reviews - check if roles still fit job requirements
- Clear responsibilities - ensure everyone knows their access level
Account Security
- Use work emails whenever possible
- Auto-generate passwords for initial setup
- Encourage strong passwords and regular changes
- Monitor access through activity logs
- Remove access immediately when staff leave
Communication
- Inform new users about their access level
- Explain responsibilities clearly
- Provide training on system usage
- Set expectations for response times
- Regular check-ins to ensure smooth operations
Account Management
- Keep contact details current - update emails when they change
- Document access levels for your records
- Plan for absences - have backup staff trained
- Regular cleanup - remove inactive accounts
User Lifecycle
Onboarding New Staff
- Create account with appropriate role
- Send welcome email with login instructions
- Provide training on their responsibilities
- Monitor initial usage to ensure they can access what they need
- Gather feedback on system usability
Handling Role Changes
- Discuss change with the team member
- Update their role in the system
- Inform them of new responsibilities
- Provide additional training if needed
- Monitor usage to ensure smooth transition
Offboarding Staff
- Plan transition - reassign responsibilities
- Notify other staff of changes
- Remove access immediately when they leave
- Secure any shared devices they used
- Document final access for records
Troubleshooting
User Can’t Log In
If a team member can’t access their account:
- Check email address spelling in their profile
- Verify account is active (not deactivated)
- Reset password if they forgot it
- Check email spam folder for login credentials
- Contact support if login issues persist
Wrong Permissions
If someone can’t access features they need:
- Check their role matches job requirements
- Verify role permissions are correct
- Refresh browser - permissions update immediately
- Clear browser cache if issues persist
- Contact support for permission problems
Email Delivery Issues
If welcome emails aren’t arriving:
- Check spam/junk folders
- Verify email address is correct
- Corporate firewalls may block automated emails
- Use personal email as temporary solution
- Contact IT department for email whitelist
Account Conflicts
If you see errors about duplicate emails:
- Check existing users for the same email
- Use different email for new user
- Contact support if you need to reuse an email
- Wait period may be required for deleted accounts
Security Considerations
Access Control
- Principle of least privilege - give minimum required access
- Regular audits - review who has access to what
- Immediate revocation - remove access when no longer needed
- Two-factor authentication - enable when available
Data Protection
- Personal data - only collect necessary information
- Secure storage - all data encrypted at rest
- Access logging - monitor who accesses what
- Compliance - follow data protection regulations
Incident Response
- Suspicious activity - monitor for unusual access patterns
- Immediate action - disable compromised accounts
- Password reset - force new passwords after incidents
- Investigation - work with support to identify issues
Support and Training
Getting Help
- In-app help - tooltips and guidance throughout
- Role-specific training - different features for different roles
- Video tutorials - available for common tasks
- Contact support - for technical issues or questions
Training Resources
- Quick start guides - for new team members
- Role-based tutorials - specific to their responsibilities
- Best practices - for efficient system usage
- FAQ sections - common questions and answers
Remember: Your team is essential to your restaurant’s success. Proper user management ensures everyone has the access they need while maintaining security and operational efficiency!