Your team and roles
Everyone gets their own sign-in, and their role decides what they can see and do. The design goal is simple: your whole team can help with inventory without anyone seeing costs or touching purchasing who shouldn’t.
The three roles
| Staff | Manager | Admin | |
|---|---|---|---|
| Count inventory & submit counts | Yes | Yes | Yes |
| Scan receipts with their phone | Yes | Yes | Yes |
| View items, locations, categories | View only | Full control | Full control |
| View recipes | Ingredients only, no costs | Full, with costs | Full, with costs |
| Void a bad count | No | Yes | Yes |
| Vendors, purchase orders, receipt review | No | Yes | Yes |
| Square integration & reports | No | Yes | Yes |
| Add/remove team members, set roles | No | No | Yes |
Staff never see costs, really
Staff can open a recipe and use it as a build sheet (ingredients and quantities), but every cost figure is stripped out before it ever reaches their screen. The costs aren’t hidden on the page with a trick; the data is never sent to staff accounts at all. Prices, vendor costs, reports, and purchasing are invisible to staff.
Adding a team member
Admins add people from Settings: enter a name, email, a temporary password, and pick a role. Hand them the temporary password. They’ll be required to choose their own password the first time they sign in. Everyone can change their own password later from Settings.
When someone leaves
Deactivate their account from Settings. They lose access immediately, but everything they did (counts, scans) stays in your history. You can reactivate them if they come back, and admins can also reset a password for anyone who’s locked out.
Which role should I give?
- Staff for baristas, line cooks, and anyone who counts shelves or receives deliveries.
- Manager for whoever orders, reviews invoices, and watches food cost.
- Admin for the owner or GM. Keep admins few; it’s the only role that manages accounts and billing.