Invite your team to FoodByUs, give them access to the right venues and manage what each person can do.
- About User Management
- Step 1: Invite a teammate
- Step 2: Assign locations
- Step 3: Set permissions
- Manage existing users
- Company Root User
- Troubleshooting & FAQs
About User Management
User Management lets you add teammates to your company account. Each person has their own login, access to assigned locations and, on Premium, a set of permissions that controls which features they can use.
| Setting | What it means |
|---|---|
| User Account | One teammate’s login. Created by invite, not instantly — they must click an email link to activate it. |
| Location Access | Which of the company’s venues this person can act on. A checklist with select-all; if the company only has one location, this step disappears and it’s auto-assigned. |
| Permissions | Individual on/off toggles across 8 groups: Ordering, Product Hub, Menu Costing, Stocktake, Reporting, Finance, Account, and Notifications. Each new invite starts with sensible defaults already set. |
| Company Root User | The one account with full access, always — regardless of subscription tier. Can’t be deactivated, edited, or removed by anyone else. One per company, not per location — all venues share it. |
Step 1: Invite a teammate
Open User Management and select + Invite New User.
- Enter their details — First name, last name, email, mobile number, and a Position — a searchable job-title field (Chef, Manager, etc.), free text if nothing matches.
- Send the invite — An email goes out with a setup link. The account shows as “Invite Sent” until they click it and verify — it isn’t active before then.
Step 2: Assign locations
Tick which venues they can act on from a checklist of the company’s locations. An admin can only grant locations they themselves have access to — anything else shows greyed out.
If your company has just one location, it is assigned automatically and the location selection step is hidden.
Step 3: Set permissions Premium
Premium accounts can switch individual permissions on or off for each teammate. Permissions are grouped by feature. Turning off a viewing permission can also disable its related management permission.
“Duplicate Permissions” pre-fills a new invite with an existing teammate’s exact permission set — useful when hiring into an existing role.
Permission groups
Use this table to understand what each permission allows.
| Area | Permission | What it controls |
|---|---|---|
| Ordering | Create Orders | add products to cart |
| Ordering | Place Orders | checkout orders |
| Ordering | Manage Orders | adjust orders, contact suppliers |
| Ordering | Manage Pantry List | add or remove pantry products |
| Ordering | View Unfavourited Products | browse outside the pantry list |
| Product Hub | View Product Hub | view items and custom products |
| Product Hub | Manage Product Hub | create, edit and delete items |
| Menu Costing | View Recipes | view ingredients, prep and dish recipes |
| Menu Costing | Manage Recipes | create, edit and delete recipes |
| Stocktake | Stocktake Count | update stocktake sheet |
| Stocktake | Manage Stocktake | create and manage stocktake sheets |
| Reporting | View Total Sales Reports | |
| Reporting | View Total Spend Reports | |
| Reporting | View Custom Reports | |
| Reporting | Manage Custom Reports | add, edit and delete saved views |
| Finance | Manage Finance | view and use the invoice hub |
| Account | Manage Users | invite, edit and deactivate users Scoped to the user’s own location access |
| Account | Manage Accounts | integrations, payments and locations |
| Notifications | Ordering Notifications | manage and receive ordering notifications |
| Notifications | Finance & Account Notifications | transaction summaries, due statements, adjustments |
Who can manage users?
Only users with Manage Users enabled can invite, edit or deactivate teammates. Their management access is limited to the locations they can access themselves.
Manage existing users
Use the User Management list to review account statuses, check when someone was last active, and manage their access.
| Status | What it means |
|---|---|
| Active | The user has completed setup and can access their account. |
| Invite Sent | An invitation has been sent but setup is not complete. |
| Created – No Invite Sent | The user record exists but no invitation has been sent. |
| Deactivated | Access is switched off; the user can be reactivated. |
| Deleted | A status shown in the reference; the current interface does not offer hard deletion. |
The Last Active column shows when each teammate last used their account. Depending on the user state, admins can resend an invitation, reset a password, sign out users, deactivate or reactivate accounts. Some actions can be applied to several users at once.
Company Root User
Access
Always full access to everything the subscription tier unlocks, plus Manage Users and Manage Accounts — regardless of how permissions are configured elsewhere.
Protection
Can’t be deactivated, password-reset, or removed by another user. Their location access and permission toggles are locked from editing by anyone but another root user.
There’s only one
Each company has exactly one Company Root User. That said, any other user account can be given the same effective access by switching every permission on — including Manage Users and Manage Accounts. The difference is protection, not capability: a fully-permissioned regular account can still be deactivated or edited by someone else; the root user can’t.
Troubleshooting & FAQs
Can I invite users without Premium?
Yes. Invitations and location assignments are available on all plans. Fine-tuning individual permissions requires Premium.
Why is a new user not active yet?
They need to open their invitation email, follow the setup link and verify their account.
Why can’t I assign a teammate to another venue?
You can only assign locations that you have access to yourself.
Why can’t I invite or deactivate users?
Your account needs the Manage Users permission, and you can only manage users within your permitted location scope.
Can I copy someone else’s permissions?
Yes. Use Duplicate Permissions to copy an existing teammate’s permission settings when creating an invite.
Can I permanently delete a user?
The current interface does not provide hard deletion. Deactivate the account to remove access.