Managing Users, User Groups, and User Rights

Account Owner and Admin Rights

The Account Owner, the person who purchased reciProfity, has rights to all program functions. The Account Owner can grant Admin Rights to other users, but those users cannot create User Groups or manage Units. This restriction protects the rights of the Account Owner. 

Managing User Access

When multiple users access reciProfity, you can manage their access with User Group profiles. Each User Group is assigned specific User Rights, which limit users' access based on their User Group profile privileges. It is best practice for each user to have personal login credentials. This ensures users only have access to features that match their responsibility level and allows their user profile to be deactivated promptly when an employee is terminated. 

Choose the Digital Recipe Book User Group profile for users who only need rights to read and print recipes.

Important Notes About User Groups and Permissions

• User Groups are unit-specific and do not automatically apply across multiple units. If a user needs access to more than one unit, the administrator must manually grant permissions for each unit.
• Permissions determine what actions users can perform. Depending on their group, users may be able to add, edit, delete, or import data in areas such as:
  • Setup (Allergens, Categories, Vendors, Options, Groups, Super Groups, Custom Nutrition)
  • Ingredients and Recipes (manage, scale, print, bulk reprice)
  • Transactions, Counts, Waste Tracking, Sales
  • Reports, Alerts, Requisitions, Purchase Orders
  • Interfaces (Nutrition, Catering, Label, Production)
  • Customers (view, add, edit, delete)

Roles

• Admin Role: Full access to all permissions, plus the ability to create units, add/remove users, and assign permissions.
• Digital Recipe Book Role: View-only access for kitchen staff; can view and scale recipes but cannot edit recipes or ingredients.

HOW TO: Create User Groups and Rights

Create User Groups and User Rights before adding new users. This should be done from the main Unit. Follow these steps to create a new User Group:

1. Select the Gear icon located in the upper right corner.
2. Select Manage Users. 
3. Select User Groups.
   
    
4. Select New User Group.
   
    
5. Assign a name to this User Group and select the down arrow next to Abilities. 
   
    
6. Select User Rights: Select each User Right that you want the User Group profile to access. To grant a user the most permissions, choose Select All and then uncheck the ones you want to deny. 
   

 

HOW TO: Invite New Users

If you have already invited new users, follow these instructions to connect them with their User Group and assign them to a Unit. 

If you have NOT already invited new users:

1. Select the Gear icon located in the upper right corner.
2. Select Manage Users & Units.
3. Select Users & Connections.
   
    
4. Check Available Connections: Check the Subscription Information box (on the right) to see the number of licensed User Connections that are available based on your purchased subscription. 
   
    
5. Invite New Users: Select the +New User button to invite new users to join reciProfity.
   
    
6. User Acceptance: When the user receives and accepts the invitation email, they will appear in the Users section. 
   
    

HOW TO: Connect New Users with a Unit and User Group

If you purchased multiple Units and have not yet set up your Units, follow these directions. 

If you only have one Unit or if you have multiple Units that have already been set up, follow these steps to connect a new user with a Unit and User Group:

1. Select the Edit User screen: Select the email address of the User from the main Unit. 
   
    
2. Select User Group: In the User Group dropdown menu, select the appropriate rights profile for the user.
3. Choose Accessible Units: Expand the User Connections menu to choose the accessible Unit(s) for the user. 
   
    
4. Select SAVE to preserve the changes.