Set Up Users

Bring your team on board

Inviting your GM, bookkeeper or bar manager lets them send in invoices, check daily sales and keep things moving, without you being the bottleneck.

Every person you invite gets two things:

• A role, which decides what they can do and view. See Set up roles.
• Location access, which decides where they can do it: one store, a whole entity or all locations.

It takes about a minute per person.

Before you start

Set up your locations and roles first. You’ll pick both when you invite someone, so it helps to have them ready. See Set up your locations and Set up roles.

Then grab this for each person:

Invite a user, step by step

1. Head to Users. In the left menu, click Settings, then Users. You’ll see everyone on your team, their role and which locations they can access.

   • Shortcut: if you just signed up, your Home screen will have a Setup checklist. Click Invite your team to get started.

   

2. Click + Invite in the top-right corner. The Invite user panel slides open.

3. Fill in their details. Add their Name, Email and, if you’d like, Phone number. Name and email are required. Double-check the email, because that’s where their invite goes.

4. Pick a role. Choose one from the Role dropdown. You’ll see every role, including any custom ones you’ve made. A role is required.

5. Choose their locations. Under Location access, pick what they can see:

   • All locations: turn on the toggle. Best for owners, partners and your accountant.
   • A whole entity: check the entity, and every location under it comes along, including locations you add later (for example, Sunny Side Hospitality LLC).
   • Specific locations: check just the stores they work at.

   

6. Click Save. DishBooks emails them an invite titled Invite for DishBooks from noreply@dishbooks.com, with an Accept invite button.

You can only give access to locations you can reach yourself.

What happens next

Your new teammate shows up in the Users list right away, marked Invite pending, with their role and locations.

• They accept the invite. The button in the email takes a new teammate to sign up, where they confirm their email or use Google or Microsoft. Someone who already has a DishBooks login goes to log in instead. After they sign in, the invite waits on their organization screen under Pending Invites, and they click Accept invite. Then they move from Invite pending to your Active users.
• Didn’t get it? Click the ⋮ menu on their row and choose Resend. You can also choose Edit to fix the name, email, role or locations.
• Sent it to the wrong person? Choose Revoke from the same menu to cancel the invitation.
• Let them know it’s coming. A quick heads-up (“Watch for an email from DishBooks”) keeps invites from getting lost in spam.

Manage a user

People change jobs, pick up new stores and move on. Here’s how to keep their access up to date.

Open their page. Go to Settings → Users and click the person’s name. You’ll see their email, phone, role and locations, plus every permission they have.

Change their details, role or locations

1. On their page, click the pencil icon on their details card.
2. In the Edit user panel, update their Name, Phone number, Role or Location access. (Their email can’t be changed here.)
3. Click Save. Location changes apply the moment you tick or untick them, without waiting for Save.

Fine-tune what one person can do

Need to give one person a little more (or less) than their role allows? Change their permissions right on their page and click Save. Their role will then show as Custom, so you can always spot who has tailored access. Click Save as new role instead to turn the tailored set into a role you can give to others.

Example: Marcus is your Accountant, but you also want him to manage vendors. Update that one permission on his page, and his role shows as Custom.

Deactivate someone who’s left

1. Open their page and click the pencil icon.
2. Turn off the Active toggle.
3. Click Save.

They’ll lose access right away, but their user profile stays in the database. Coming back? Turn Active back on.

Your records stay intact, too. Anything they did before they left, like approving bills, still shows their name.

Tips and common questions

My teammate never got the invite.

Ask them to check spam or junk. Still nothing? Double-check the email on their row, fix it with ⋮ → Edit if needed, then choose ⋮ → Resend.

How do I keep a GM to just their store?

Under Location access, leave All locations off and check only their location.

I added a new location. Will my regional manager see it?

If they have access to the whole entity, new locations under that entity come along automatically. If they have specific locations checked, add the new one to their access.

What does “Custom” mean in the Role column?

That person’s permissions were adjusted just for them, so they no longer match a standard role exactly.

Can I delete a user?

No, but you can deactivate them. They lose access, and anything they did, like approving bills, still shows their name.

Do users affect my bill?

No. DishBooks is billed per location, so invite your whole team.

What’s next

Your team’s in. Now put them to work: have your managers review and approve each day’s sales so your books stay accurate from day one.