TEAM ACCOUNTS & PERMISSIONS GUIDE

Team Accounts and Roles are how you can empower your staff to use the areas of Craftable that are relevant to them, as well as ensuring that users cannot access areas that are off limits.

Team Accounts on Craftable facilitate setting up permissions for your team based on their responsibilities and system access. Permissions can be adjusted to fit your team’s needs. Feel free to edit or combine them—this guide is a recommended starting point.

To manage permissions, navigate to Team Accounts (see below).

TOC: 

General Guidelines

Permissions Key 

Role Recommendations

General Guidelines for Setting Permissions

• Account Owner Setup: The Account Owner should initially add team accounts and create roles. If needed, assign the Manage Team Accounts permission to another user to handle account management. Setting this up first ensures that all team members have the appropriate access from the start.
• High-Control Permissions: Permissions related to reopening or overriding actions are often preferred by high-control groups. Consider enabling these only for managers or key personnel.
• Save Time with Roles: To streamline the process, create roles first and then assign them to users. This makes managing permissions more efficient and consistent.
• Department-Specific Access: When setting up permissions, select the relevant department(s) to ensure users only have access to the areas they need.

Permissions Key

Orders

• Create Orders: Allows the user to create orders
• Edit Orders: Allows the user to edit orders i.e adding items, etc to orders 
• Delete Orders: Allows the user to delete orders
• Place Orders: Allows the user to Place orders
• Edit Placed Orders: Allows the user to edit placed orders
• Receive Orders: Allows the user to receive orders 
• Cancel Placed Orders: Allows the user to cancel placed orders
• Add Non-Inventory Item: Allows the user to add non-inventory items, such as janitorial, sanitation, and retail products. This helps track costs for items not included in inventory.
• Mark Order Received: Allows the user to mark orders received. Necessary if using Electronic Invoice Processing.
• Order Non-Mapped Items from Vendor Catalog: Allows the user to order non-mapped items when ordering from a vendor catalog. (Must have a Vendor Catalog for this permission to be visible)
• Can Order Freehand Items: Allows the user to add new items directly to an order by entering details manually.

Invoices 

• Create Invoices: Allows the user to create invoices in Craftable.
• Update Invoices: Allows the user to update/edit invoices, such as adding lines to an invoice. 
• Delete Invoices: Allows the user to delete invoices. 
• Short Pay Invoices: Enables the “Short Pay” option when approving an invoice. This is useful when a vendor delivers fewer items than billed or the store leader receiving the items denies items if they are broken or unfit to receive. Users can either short-pay or pay the full amount, and a Credit Memo will be generated automatically (if applicable). Note that most vendors do not support Short Pay.
• Approve Invoices: Allows the user to approve invoices. 
• Merge Invoices: Allows users to merge duplicate invoices. This helps maintain accuracy when vendor systems generate variations of the same invoice. Alternatively, users can delete the duplicate if preferred.
• View Historic Invoices: Allows the user to view historical invoices. 
• View Current Invoices: Allows the user access to view current invoices in Craftable.
• Adjust Invoices After Approval: Allows the user to adjust invoices after approval. 
• Image Vault: Grants access to upload paper invoices for digitization.
• Edit Invoice GLs: Allows users to edit GLs on invoices in Craftable. 
• Use Credit Trackers: Allows the user to use credit trackers on invoices. 

Keg Tracker Access 

• Allows the user to view and edit keg trackers. Helpful for beverage management. 

Audits 

• Open Audit: Allows the user to open an Audit. 
• Do Audit: Allows the user to count inventory on an Audit. 
• Close Audit: Allows the user to close an Audit. 
• Reopen Audit: Allows the user to reopen and adjust audits. Once an audit is reopened, it is no longer in history, so it is not impacted by the “modify historic audits” permission.
• Open Locked Audit: allows the user to reopen locked audits. 
• Delete Audit: Allows the user to delete audits. 
• View Historic Audits: allows the user to view historical audits. 
• Update Item's Audit CU Price: allows the user to change the CU price on a closed audit. 

Depletions

• Create Depletion: Allows the user to create Depletions
• Update Depletion: Allows the user to update/edit depletions 
• Delete Depletion: Allows the user to delete depletions
• View Historic Depletion: Allows the user access to historical depletions. 

Transfers

• Create Transfer: Allows the user to create transfers.
• Update Transfer: allows the user to update/edit transfers 
• Delete Transfer: allows the user to delete transfers
• View Historic Transfer: allows the user access to historical transfers

Reports

• View Reports: Allows the user to view and filter reports.
• View Scheduled Reports: Allows the user to view and edit Scheduled reports. 
• Edit Favorite Reports: allows the user to favorite or un-favorite reports.
• View Favorite Reports Only: constricts the user by only allowing the user to view favorited reports. 
• View Contract Price Violations: Allows the user to view the Contract Price Violations.

POS

• View POS: Allows the user access to the Point of Sale section so they may see Sales data
• Delete POS: Allows the user to delete buttons on the POS Mapping page

Items

• Create Item: Allows the user to create items
• Update Item: Allows the user to update/edit items in Craftable
• Activate/Deactivate Item: Allows the user to toggle items from active to inactive or vice versa. 
• Edit Item GL Settings: Allows the user to edit an item’s GL. 
• Update ID: Allows the user to update/edit an item’s ID. 
• Update Item Note: Allows the user to add/update notes on an item. 
• Update Item CU Price: Allows the user to update an item’s CU price.

Vendors

• Create Vendors: Allows the user to create Vendors in Craftable. 
• Update Vendor Details: Allows the user to edit/update Vendors
• Edit Vendor Sales Rep Details: Allows the user to edit Vendor sales reps 
• Edit Vendor Accounting Details: Allows the user to edit accounting Vendor details such as Bill Item Name and the Payment Method. 
• Map Vendors on Electronic Invoices: Allows the user to map vendors on e-invoices 

View Subscription Invoices: Allows the user to view Craftable subscription invoices 

View Activity Log: Allows the user to view the activity log. This is a director-only feature and only records actions performed in local Stores.

Manage Team Accounts: Allows the user to access and manage Team Accounts in Craftable.

Manage Other Directors' Permissions: Allows the user to view and manage other Director user permissions.

Add Store: Allows another user to create and add a store to the Craftable account. 

Edit Budgets: Allows the user to edit budgets. 

All Menu Pricing: Turns on the group of permissions below:

• Create Pours
• Update Pours
• Create Recipes
• Update Recipes

Pours 

• Create Pours: Allows the user to create Pours
• Update Pours: Allows the user to update/edit Pours. 

Recipes 

• Create Recipes: Allows the user to create Recipes. 
• Update Recipes: Allows the user to update/edit Recipes.
• Delete Recipes: Allows the user to delete recipes. 

Preps 

• Create Prep Item: Allows the user to create prep items.
• Add To Prep Item: Allows the user to edit/update prep items.
• Delete Prep Item: Allows the user to delete prep items. 

Modifier 

• Create Modifier: Allows the user to create modifiers. 
• Update Modifier: Allows the user to edit/update modifiers. 

Item Tags

• Create Item Tag: Allows the user to create item tags.
• Update Item Tag: Allows the user to edit/update item tags
• Delete Item Tag: allows the user to delete item tags
• Assign Item Tag: allows the user to assign item tags to items in Craftable. 

Store Settings 

• Update Store Settings: Allows the user to access and update the Store’s settings. I.e Store Info
• Update Inventory Storages: Allows the user to edit/update inventory storages
• Update Item Categories: Allows the user to edit/update item categories
• Update Order Notifications: allows the user to edit/update the order notifications. (Customize email and text notifications for when Orders, Invoices, and Transfers are Placed by an authorized user or Rejected by a Director)

Item Manager

• Import Items with Item Loader: Allows the user to import items with item loader. 
• Edit Items in Item Manager: Allows the user to edit an item’s ID, Active, Category and Subcategory 
• Edit Pars in Item Manager: Allows the user to edit your Items' Par Settings. 
• Edit Storages in Item Manager: allows the user to edit your Items' Storages

Dashboard Trends 

• View Dashboard Sales Trends: Allows the user to view sales trends on the Craftable dashboard. 
• View Dashboard COGS Trends: Allows the user to view COGS trends on the Craftable dashboard. 
• View Dashboard Inventory Trends: Allows the user to view inventory trends on the Craftable dashboard. 

 All Director Reviews

• Approve/Reject Orders: Allows a user to approve and reject orders
• Reject Invoices: allows a user to reject invoices
• Approve/Reject Bills & Credits: allows a user to approve or reject bills/credits
• Acknowledge Price Violations: allows a user to reject or approve price violations

All Markets

• Add Markets: allows a user to add and create markets
• Delete Markets: allows a user to delete markets in Craftable
• Update Store Market Assignments: allows a user to edit what store a market is assigned to

All Menu Lists

• Create Menu Lists: allows a user to create menu lists
• Edit Menu Lists: allows a user to edit/update menu lists
• Delete Menu Lists: allows a user to delete menu lists

Director Operations

• Edit Director Configuration: Allows editing of Director-Level Settings for the entire company. This permission should be limited to a small group of admin staff.
• Perform Store Sync: Enables users with Director access to push changes from the Director level down to individual stores.
• View Activity Log: allows a user access to the activity log. 
• Manage Team Accounts: allows a user to edit/manage Team accounts and permissions
• Edit Favorite Reports: allows a user to favorite or unfavorite reports
• Edit Subsidiaries Access: For organizations using Subsidiaries instead of Markets, this allows users to manage store assignments within specific subsidiaries.
• Edit Director Categories: allows a user to edit/update director categories
• Edit Budgets: allows a user to edit director budgets

View All Director Dashboard Trends

• View Dashboard Sales Trends: Allows the user to view sales trends on the Craftable dashboard at Director. 
• View Dashboard COGS Trends: Allows the user to view COGS trends on the Craftable dashboard at Director. 
• View Dashboard Inventory Trends: Allows the user to view inventory trends on the Craftable dashboard at Director. 

Role and Permission Recommendations

Click here to see more information on setting up Roles and Team Accounts in Craftable.

Audit / Inventory Taker Only 

For users who only count inventory.

• Open Audit: Allows the user to open an Audit. 
• Do Audit: Allows the user to count inventory on an Audit. 

Audit / Inventory Administrator

For users who assist with inventory counting and are responsible for opening and closing the audit.

• Open Audit: Allows the user to open an Audit. 
• Do Audit: Allows the user to count inventory on an Audit. 
• Close Audit: Allows the user to close an Audit. 
• Delete Audit: allows the user to delete audits. 
• View Historic Audits: allows the user to view historical audits. 
• Update Item's Audit CU Price: allows the user to change the CU price on a closed audit. 

Recipe Builder / Chef

For users who need the ability to build, modify, and delete recipes.

• All Menu Pricing
• Create Recipes: Allows the user to create Recipes. 
• Update Recipes: Allows the user to update/edit Recipes.
• Delete Recipes: Allows the user to delete recipes. 

• Create Prep Item: Allows the user to create prep items.
• Add To Prep Item: Allows the user to edit/update prep items.
• Delete Prep Item: Allows the user to delete prep items. 
• Update Item: Allows the user to update/edit items in Craftable 
  • When building recipes, it is often necessary to update/edit the Item Conversions. 

Buyer / Purchasing / Order Placer 

For users who are responsible for sourcing, purchasing, and placing orders.

• Create Orders: Allows the user to create orders
• Edit Orders: Allows the user to edit orders i.e adding items, etc to orders 
• Delete Orders: Allows the user to delete orders
• Place Orders: Allows the user to Place orders
• Cancel Placed Orders: Allows the user to cancel placed orders (Note: Depending on your processes you may want to heavily restrict the ability to Cancel orders, as not all vendors support this.)
• Add Non-Inventory Item: Allows the user to add non-inventory items, such as janitorial, sanitation, and retail products. This helps track costs for items not included in inventory counts.
• Order Non-Mapped Items from Vendor Catalog: Allows the user to order non-mapped items when ordering from a vendor catalog. (Must have a Vendor Catalog for this permission to be visible)
• Can Order Freehand Items: Allows the user to add new items directly to an order by entering details manually.

Receiver / Head of Purchasing & Procurement

With e-invoicing, users can only select 'Mark Order Received' and cannot use 'Receive Order' to generate a manual invoice.

• Receive Orders: Allows the user to receive orders 

AND/OR

• Mark Order Received: Allows the user to mark orders received. Necessary if using Electronic Invoice Processing.
• Approve Invoices: Allows the user to approve invoices. 
• Image Vault: Grants access to upload paper invoices for digitization.

Bartender 

For users creating and managing pours/kegs. 

• Create Pours: Allows the user to create Pours
• Update Pours: Allows the user to update/edit Pours. 
• Keg Tracker Access 

For High-Level Roles 

For example, General Managers (GM), Assistant Managers (AM), Admins, and IT leads. 

Depending on your organization’s hierarchy, it may make sense to grant users at this level full access to all permissions within either their Craftable store or the entire Director brand. 

However, some permissions are more administrative and may be best reserved for the account owner. If full access isn’t necessary, you can toggle off permissions such as Open Locked Audit, Update Item CU Price, View Subscription Invoices, Manage Team Accounts, Manage Other Directors' Permissions, and Add Store Permissions, as these functions involve sensitive system management and higher-level oversight.

Account Owner

The permissions of the Craftable account owner are not able to be changed, this user will always have full admin privileges throughout the system, with no restrictions.