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. This isn’t just hidden in the page; the data simply isn’t sent to staff accounts. 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 — baristas, line cooks, anyone who counts shelves or receives deliveries.
- Manager — whoever orders, reviews invoices, and watches food cost.
- Admin — the owner or GM. Keep admins few; it’s the only role that manages accounts and billing.