Users and roles: who logs in and what they see
All plans
How to add your team, what each role allows, how multi-employee mode works and how many users your plan includes.
What it is for
Everyone who works in Recipok should log in with their own user. That way each person sees only what they need, and there is a record of who created each production order, who deducted each lot and who carried out each HACCP check, which an inspection may ask you for.
In addition, your team’s hours and wages feed the staff cost in your recipe costing. This article explains how to add your team, what each role does and how to work with a shared device.
Before you start
- Only the Administrator manages users: side menu › General settings › Users.
- Check the Available slots at the top of the screen. If you have none left, click Hire more users (paid plans).
- For an employee with email, have their email address to hand.
Adding an employee
On the Team screen, click Add user. There are two ways:
| Type | When to use it |
|---|---|
| REGISTERED Employee | They have their own email. They receive an email invitation and create their password. For managers, food safety officers, sellers and anyone who logs in from their phone. |
| Employee NOT registered | No email: you give them a name and a password. For operators who work on the bakery’s computer or tablet. |
- 1The role decides what they see. Choose the most restrictive one that still lets them do their job. Below the selector you will see what it allows.
- 2Hours and wages feed the recipe costing. The staff cost of a recipe comes from the average hourly wage multiplied by its handling time. Use real figures.
Fill in the form
Email (or name and password), User role, Hours worked/month, Gross hourly wage and Position. Sellers also need their Shops.
Invite or create
Click Invite. The invitation stays in Pending invitations until it is accepted; from there you can Re-send invitation or delete it.
Review and adjust
With Edit you change the role, position, hours and wage, change their password or view the tasks they have carried out. Always check the role of an unregistered employee after creating them.
What each role allows
| Role | What they can do |
|---|---|
| Administrator | Everything, like the account creator: including managing users, seeing recipe costing and fixed costs. |
| Manager | The same as the administrator, except creating users, security (2FA) and some account settings. |
| Advisor | The same as the manager. Only the name changes: use it for your food safety adviser or your implementation consultant. |
| Seller | Only creates and views sales orders for the shops assigned to them. |
| Employee (production) | Carries out the production orders assigned to them (sees Assigned to me) and HACCP. You can allow them to create their own production orders. |
| Food safety officer | HACCP records and plan. Doesn’t see recipes, costs, orders or invoicing. |
| Custom role | You choose the permissions: create production orders, create or delete recipes, create purchase orders, create HACCP records and, with Integral, create goods-in, sales orders and dispatches. |
Apart from the roles there is the owner: the administrator who created the account. Only they manage Extensions and two-step verification. In the list they are marked as Owner.
Multi-employee mode
For a computer or tablet shared by the whole bakery. A manager switches it on from the user menu › Enable multi-employee mode. In this mode the management sections are hidden and the device is left for producing and recording. To leave, Disable multi-employee mode logs you out.
If you tick Require passwords in Configuration, unregistered employees confirm what they do on the shared device with their password. More details in Operator QR card and multi-employee mode.
Users included in your plan
- Every plan includes one user, the Integral plan too.
- On paid plans you add extra users whenever you like and remove them when you no longer need them: your next invoice adjusts automatically.
- Customers you invite to the customer portal don’t take up a slot and don’t appear in this list.
When you delete a user who had active API keys, the integrations using them will stop working. Recipok warns you before you confirm.