Staffs Management

The Staffs Management module in the Kitchen365 Console v2.0.0 helps you add team members to your account, control who can sign in, and decide what each person can see and do in the Console.

Use this module when you need to:

• Invite sales reps, support staff, or other team members to the Console
• Assign each person a role (for example, Sales, Support, or Admin)
• Turn access on or off without removing the user record
• Resend login invites when someone did not receive the email

Naming in the Console

You may see different labels for the same feature:

Where you see it	Label
Extensions dashboard	Team Management
User menu (top-right)	Staff Management
Staff list page title	Staffs Management
Roles page title	Role Management

All of these open the same Team Management extension.

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Access

How to open Staffs Management

Entry Point	What to click
Left sidebar	Manage Staffs or Manage Roles
Extensions dashboard	Team Management tile
User menu (header)	Staff Management

When the extension is active, the sidebar shows two menu items:

Menu Item	What it does
Manage Staffs	View and manage individual staff user accounts.
Manage Roles	Create and edit roles that control Console access.

Menu not visible?

Each menu item appears only if your account has permission to view it. If you can view roles but not staff users, opening Manage Staffs automatically redirects you to Manage Roles.

If you do not see either menu item, contact your tenant administrator to update your permissions.

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Overview: Staff Users and Roles

Staff Management works in two steps:

1. Create roles — Define what areas of the Console a role can access (Customers, Orders, Quotes, Reports, and more).
2. Add staff users — Invite team members and assign each person one role.

Each staff member can have one role at a time. Changing their role changes what they can see and do in the Console.

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a. Manage Staffs

The Staffs Management page shows every staff user on your tenant account.

Breadcrumb: Dashboard / Staffs Management

From this page you can:

• Search for staff by name, email, or phone
• Add new team members
• Edit name, phone, or role
• Resend login invites
• Activate or deactivate accounts

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i. Staff Users List

The main table lists all staff users with sortable columns.

Column	Description
Email	The email address the staff member uses to sign in.
First Name	Staff member's first name.
Last Name	Staff member's last name.
Phone No	Contact number formatted as +1 (555) 555-5555.
Role	The role assigned to this user (for example, Sales or Admin).
Status	Active — can sign in. Inactive — cannot sign in.
Created At	When the account was created (shown in EST).
Action	Menu button (⋮) with options for this user.

Click any column header (except Action) to sort the list ascending or descending.

Search Bar

• Located at the top of the table.
• Placeholder: "Search..."
• Type at least 3 characters to start searching.
• Matches name, email, and phone number.

Pagination

• Default: 10 entries per page.
• Change page size to 10, 25, 50, 75, or 100.
• Bottom text: "Showing X to Y of Z entries".
• If nothing matches your search: "No data available for the selected filters."

Add Staff Button

• + Add Staff — Opens the form to invite a new team member.
• Shown at the top-right of the table when you have create permission.

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ii. Add a New Staff User

Follow these steps to invite a new team member:

1. Go to Manage Staffs.
2. Click + Add Staff at the top-right of the table.
3. Fill in all required fields (marked with *).
4. Select a Role from the dropdown.
5. Click Submit.

Field	Required	Description
First name	Yes	Staff member's first name. Placeholder: "Enter your first name".
Last name	Yes	Staff member's last name. Placeholder: "Enter your last name".
Email	Yes	Login email. Must be a valid email format. Placeholder: "Enter your email address".
Phone Number	Yes	US phone number. Auto-formats as +1 (555) 555-5555. Must be 10 digits. The +1 prefix stays fixed.
Role	Yes	Choose the role that controls Console access. Placeholder: "Select role".

Buttons:

Button	Action
Cancel	Closes the form without saving.
Submit	Creates the account and sends an email invite.

What happens after you submit

1. A new staff account is created with status Active.
2. The staff member receives an email invite with a temporary password.
3. They use that email and password to sign in to the Console for the first time.
4. Until they complete signup, Resend Invite appears in their row action menu if they need the email again.

Success and error messages

Message	Meaning
User created successfully	The invite was sent and the account is ready.
User already exists	That email is already registered. Use a different email or edit the existing user.
Invalid role IDs	The selected role is no longer valid. Refresh the page and try again.
Failed to send email	The account may have been created, but the invite email could not be sent. Try Resend Invite from the action menu.

Validation messages

Field	Error shown
First name	First name is required
Last name	Last name is required
Email	Email is required or Please enter valid email
Phone Number	Phone number must be 10 digits
Role	Please select a role.

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iii. Edit a Staff User

To update an existing staff member:

1. Go to Manage Staffs.
2. Find the user in the table.
3. Click the Action menu (⋮) on their row.
4. Click Edit.
5. Update the fields you need.
6. Click Update.

Field	Can be changed?
First name	Yes
Last name	Yes
Email	No — locked after the account is created
Phone Number	Yes
Role	Yes — changing the role updates what they can access

Buttons:

Button	Action
Cancel	Closes the form without saving.
Update	Saves your changes.

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iv. Staff User Row Actions

Click the Action menu (⋮) on any row to see available options.

Action	When it appears	What it does
Edit	Always (with edit permission)	Opens the Edit Staff User form.
Resend Invite	Staff member has not completed signup	Sends the invitation email again. Success message: Invite sent successfully.
Deactivate	Status is Active	Blocks the user from signing in. Success message: User deactivated successfully.
Activate	Status is Inactive	Restores sign-in access. Success message: User activated successfully.

Actions run immediately

Activate, Deactivate, and Resend Invite take effect right away — there is no confirmation popup. Double-check you selected the correct user before clicking.

Active vs. signup complete

Status shows whether the account can sign in (Active or Inactive). This is separate from whether the person has finished their first login setup. A user can be Active and still show Resend Invite if they have not completed signup.

Cannot deactivate yourself

You cannot deactivate your own account. If you try, the Console shows: Cannot deactivate your own account.

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b. Manage Roles

The Role Management page lets you create and edit roles. Each role defines which Console features staff members can access.

Breadcrumb: Dashboard / Role Management

Sidebar: Manage Roles

Before adding staff users, create at least one role (for example, Sales, Support, or Read Only). Then assign that role when you invite each team member.

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i. Roles List

The table shows all roles available for your tenant.

Column	Description
Role Name	The name shown when assigning a role to a staff user.
Created At	When the role was created (shown in EST).
Action	Edit icon — opens the role form (when permitted).

Click column headers to sort. Search and pagination work the same way as the staff users list.

Add New Role Button

• + Add New Role — Opens the form to create a new role.
• Shown at the top-right when you have create permission.

Row Actions

Action	Description
Edit	Opens the Edit Role form to change the role name or permissions. Available only for roles that belong to your tenant.

System or default roles from another tenant context cannot be edited from this screen.

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ii. Create a New Role

Follow these steps to create a role:

1. Go to Manage Roles.
2. Click + Add New Role.
3. Enter a Role name (for example, Sales Team).
4. Expand the permission tree and check the permissions this role needs.
5. Click Submit.

Field	Required	Description
Role name	Yes	A clear name for the role. Placeholder: "Enter your role name".
Permissions	Yes	Check at least one permission in the tree below.

Buttons:

Button	Action
Cancel	Closes the form without saving.
Submit	Creates the role with the selected permissions.

Validation messages

Field	Error shown
Role name	Role name is required
Permissions	At least one permission is required

Hidden default permissions

When you save a role, the system automatically adds baseline permissions needed for basic Console use (profile, uploads, site settings, and related features). These are added in the background and are not shown in the permission tree.

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iii. Edit a Role

To change an existing role:

1. Go to Manage Roles.
2. Find the role in the table.
3. Click the Edit icon on that row.
4. Update the role name or permissions.
5. Click Update.

The form is the same as Add New Role, but the title shows Edit Role and the save button shows Update.

Any staff user assigned to this role will get the updated permissions the next time they use the Console.

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iv. Permission Tree

The permission tree is where you choose what each role can do in the Console. It appears inside the Add New Role and Edit Role forms.

How the tree is organized

The tree has three levels:

Level	Example	Meaning
Module	Website	Top-level area of the Console.
Group	Customer, Orders, Quotes	A feature area within the module.
Action	View, Create, Edit, Delete	What the user can do in that area.

Tree controls

Control	What it does
Expand All	Opens every section in the tree.
Collapse All	Closes every section in the tree.

How checkboxes work

• Checking a parent checkbox selects its children.
• Some permissions depend on others. For example, Customer:Create automatically selects Customer:View because you need view access to create customers.
• Unchecking a permission may also uncheck permissions that depend on it.

Available permission groups

These are the feature areas you can assign under the Website module:

Group	What staff can do
Customer	View, create, or edit customer records
Orders	View, create, or edit orders
Quotes	View, create, or edit quotes
Form Submissions	View, edit, or delete form submissions
Claims	View or edit customer claims
Newsletter Subscriptions	View or delete newsletter signups
Dashboard Stats	View dashboard statistics
Website Reports	View website performance reports
Lead Reports	View lead performance reports
Sales Promotions	View, create, edit, or delete sales promotions
Tax Class	View, create, edit, or delete tax classes
Customer Groups	View, create, or delete customer groups
Sales Rule	View, create, edit, or delete cart price rules

Choosing permissions

Start with View permissions only if you want read-only access. Add Create and Edit only when the role needs to make changes. This keeps each role limited to what the person actually needs.

The permissions in this tree control access to Console features like customers, orders, quotes, sales, and reports. Permissions for managing staff users and roles themselves are handled separately and are not shown in this tree.

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c. Common Workflows

Onboard a new team member

1. Go to Manage Roles and create a role (or confirm an existing role fits their job).
2. Go to Manage Staffs and click + Add Staff.
3. Enter their name, email, phone, and assign the role.
4. Click Submit — they receive an email invite.
5. If they do not receive the email, use Resend Invite from the action menu.

Temporarily remove Console access

1. Go to Manage Staffs.
2. Find the user and open the Action menu (⋮).
3. Click Deactivate.
4. Their status changes to Inactive and they cannot sign in.
5. To restore access later, click Activate from the same menu.

Change what a staff member can access

Option A — Change their role:

1. Edit the staff user and select a different Role.
2. Click Update.

Option B — Change the role itself:

1. Go to Manage Roles and edit the role's permissions.
2. All staff users with that role get the updated access.

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d. Access Control

What you can see and do in Staff Management depends on your own role and permissions.

Staff users

If you need to…	You need permission to…
View the staff list	View staff users
Add staff or resend invites	Create staff users
Edit, activate, or deactivate staff	Edit staff users

Staff roles

If you need to…	You need permission to…
View the roles list	View roles
Create a new role	Create roles
Edit a role	Edit roles

If a button or menu item is missing, your account does not have that permission. Contact your tenant administrator to request access.

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e. Troubleshooting

Problem	What to try
Manage Staffs or Manage Roles not in sidebar	Ask your administrator to grant Staff Management view permissions.
+ Add Staff button not visible	You need staff user create permission.
+ Add New Role button not visible	You need role create permission.
Staff member did not receive invite email	Use Resend Invite from the action menu. Check spam folder.
User already exists when adding staff	That email is already registered. Search the staff list or use a different email.
Cannot edit a role	System or default roles may not be editable. Create a new custom role for your tenant instead.
Staff member cannot see a Console feature	Edit their role and add the required permission in the permission tree.
Cannot deactivate your own account	Ask another administrator to deactivate your account if needed.

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Quick Reference

Task	Where to go	Action
Invite a team member	Manage Staffs	+ Add Staff → fill form → Submit
Update staff details	Manage Staffs	Action menu (⋮) → Edit → Update
Resend login email	Manage Staffs	Action menu (⋮) → Resend Invite
Block sign-in	Manage Staffs	Action menu (⋮) → Deactivate
Restore sign-in	Manage Staffs	Action menu (⋮) → Activate
Create a role	Manage Roles	+ Add New Role → set permissions → Submit
Change role permissions	Manage Roles	Edit icon → update tree → Update