Recommended User Profiles

How to set up our recommended User Profiles

Last Updated: December 4, 2024

In this Article:

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• About our recommended User Profiles
• Level 1 – Restricted
• Level 2 – Basic User
• Level 3 – Head Chef / Venue Manager
• Level 4 – Administrators

About our recommended User Profiles

This guide details the required User Authorities to set up 4 different levels of access to the system. Access to the system increases from Level 1 to Level 4, with each level granting additional permissions and capabilities. 

Assigning these User Profiles to each of your users will help ensure that each person has the appropriate access level for their job.

The User Profiles outlined in this guide are designed to meet the typical requirements of most companies. However, if these recommendations don't meet your specific needs, you still have the flexibility to create your own custom User Profiles.  

Level 1 – Restricted

Level 1 users have restricted access to the system, primarily with read-only permissions for Suppliers, Stock, Recipes, and financial information. They can send Purchase Orders and approve invoices but cannot add new stock items.

Summary

• Read-only access to the Address Book and Stock Maintenance, allowing them to view supplier details related to ordering and stock lists.
• Permission to complete a stocktake after it has been created (cannot create or delete stocktakes).
• Ability to enter wastage.
• Read-only access to the Financial and Recipe Book tabs:
  • Users can view recipes but cannot create or modify them.
  • Users can view daily revenue or sales items but cannot manually add revenue or link recipes to sales items.
• Can create and send purchase orders, receive, and approve invoices, but cannot create or send requisitions.
• Cannot add new stock items from invoices, delete purchase orders or invoices.

Tick these User Authorities

Level 2 – Basic User

Level 2 users have similar read-only access to Level 1, with additional permissions such as creating and editing recipe cards, linking recipes to POS sales, and limited menu engineering access.

Summary

• Read-only access to the Address Book and Stock Maintenance, allowing them to view supplier details related to ordering and stock lists.
• Ability to create and send purchase orders, receive, and approve invoices, with permission to create or send requisitions (but they cannot make items available for requisition).
• Permission to create and complete stocktakes (cannot delete stocktakes).
• Access to the Financial tab to:
  • Enter wastage.
  • View daily revenue.
  • Link recipes to sales.
• Full access to the Recipe Book tab to view, create, and edit recipes.
• Cannot add new stock items from invoices, delete purchase orders or invoices, or create them.
• Read-only access to view users.

Tick these User Authorities

Level 3 – Head Chef / Venue Manager

Level 3 users have broader access, covering most of the system's functions.

Summary

• Database base jumper enabled, allowing movement between outlets if they’re assigned to corporate or a mid-level outlet.
• Permission to add and edit stock items, update universal stock information across the database, and add new stock items to existing base products.
• Ability to create and assign base products if they have corporate access.
• Ability to create users and assign user profiles.
• Permission to make items available for requisitions.
• Access to the Integration tab to:
  • Set up an API POS integration (if applicable).
  • Export approved invoices to the accounting system (if applicable).
• Full access to the Financial, Menu Engineering, and Recipe Book tabs.
• Ability to create and update supplier details.
• Read-only access to admin settings.
• Full access to the Stock tab, including the Price Update, Tendering, and Statement features, with restrictions preventing the user from deleting approved invoices and stocktakes.

Tick these User Authorities

Level 4 – Administrators

Administrators have full system access, with the following additional permissions:

Summary

• Ability to edit admin settings.
• Permission to create stock categories, business departments, and units of measurement.
• Ability to create and assign base products.
• Permission to amend or delete approved invoices.
• Ability to edit locked suppliers and stocktakes.
• Permission to submit negative returns on function orders. 

Tick these User Authorities