xtraCHEF: Get Started With User Roles

In this Article:

• Roles Overview
• Role Levels
  • Tenant Administrator
  • Executive
  • Restaurant Manager
  • Restaurant User
  • Invoice Capture  
• Features by Role Breakdown

Roles Overview

Want to invite your team to your xtraCHEF account? Tenant Administrators, also referred to as Tenant Admins, can add and manage users. Tenant Admin can also grant their users specific privileges within the account depending on staff members' position or need to access certain features.

There are five roles available in xtraCHEF: Tenant Administrator, Executive, Restaurant Manager, Restaurant User, and Invoice Capture.

User roles can be adjusted by Tenant Admins via these steps:

1. Navigate to the gear icon > Users.
2. Use the search bar to locate the individual in question.
3. Select their pencil icon.
4. Select the User Access tab.
5. Mark the checkbox for the role a user should have and select +Update to save your changes. Users should only be assigned one role, as each role encompasses the privileges below it.
6. If a user leaves your organization or no longer needs to be involved with xtraCHEF, revoke their access by deselecting any and all checkboxes in the User Access tab.

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Role Levels

Now that we've covered the basics, let's take a closer look at each role starting with Tenant Administrator.

 

Tenant Administrator  

Tenant Administrators are often owners, supervising/regional managers, or others who need a high level of visibility, access, and control across all parts of xtraCHEF. 

There's no limit to how many Tenant Admins an account can have, but since Tenant Administrators have far-reaching and exclusive privileges, it's important to choose them carefully. 

There are certain actions in xtraCHEF that can only be taken by a Tenant Admin, including adding and editing locations, adding and managing users, adding and editing accounting integrations and data, account configuration, approvals, and more. ​Ideally, your Tenant Admin(s) should be an expert in your organization's processes, have a good working knowledge of xtraCHEF (or be willing to learn), and initially be in contact with your xtraCHEF Onboarding Consultant to keep things running smoothly.

Executive

Executive is a read-only role in xtraCHEF. Team members who you grant this role can view everything in xtraCHEF, and have unfettered access to financial reports and other valuable data. However, Executives can't take any action. This is a role typically assigned to silent partners, investors, or team members who only need to view reporting. 


 

Restaurant Manager 

Restaurant Manager is the most common role in xtraCHEF. Restaurant Managers are frequently general managers, executive chefs, or others who are deeply involved with some or all of your organization's locations. Restaurant Managers must be assigned to each individual location. 

For each of their assigned locations, Restaurant Managers can perform a number of tasks such as exporting data, creating orders, and managing xtraCHEF's Recipe feature.


 

Restaurant User

Restaurant Users are generally shift leads or assistant managers who are involved in the day to day work of uploading invoices and taking inventory. Restaurant Users can accomplish a variety of front and back of house tasks in xtraCHEF but do not have permission to edit or make changes to their location's account. 

Restaurant Users must be added to each one of your locations - they will not be able to view data for locations they haven't been assigned. 


 

Invoice Capture

Cooks, bartenders, and others who handle receipts/invoices but don't need to analyze data are ideal candidates for the Invoice Capture role. This role can easily upload invoices to xtraCHEF via mobile, desktop, or email.

Since people assigned the Invoice Capture role can't see any part of xtraCHEF beyond the upload interface, there's no risk of accidental changes or sensitive information leaks.


 

Features by Role Breakdown

Need a more in depth breakdown of roles and the features they have access to? The chart below breaks out just this. Read on to learn the specifics of each role level.