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User Management

How to add and edit users in Edify and control permissions

Summary

User management controls who can access Edify and what they can do within the system. Admins can add new users, adjust permissions, and manage access across sites.

Every user is assigned one of three permission levels - Employee, Manager, or Admin - each with a different set of standard capabilities. These can be customised further using individual permission settings.

Permission levels at a glance

Before you add or edit a user, it helps to know what each level can do by default:

Level

Best for

Standard Capabilities

👤 Employee

Day-to-day floor staff

All standard Edify functions, within cut-off times. No reporting, and no editing of recipes, suppliers, or products.

⭐️ Manager

Site leads and supervisors

Everything an Employee can do, plus processing orders past cut-off times, closing stocktakes and further customisable permissions.

🚀 Admin

System owners

Full access to every action, plus visibility of all sites (including inactive ones) and user management.

You'll find the full breakdown in Permission levels in detail and the Permission comparison table below.

Adding a new User

⚠️ Adding users requires Admin permissions. If you need to add a user but don't have the right permissions, reach out to one of your internal Edify Admins to action it for you.

To add a new user:

  1. On the left hand menu select Settings

  2. Select Users from the tabs

  3. Click Create User

  4. Input User fields

  5. If user is a Manager or Employee select the sites they need access to

  6. Click Create User

This triggers an email to the user prompting them to set a password and log in.

Once someone has accepted their invite, their user icon will turn green.

💡 Once a user has been created, while other details can be edited, their email can't be changed as this account is linked to it. If you've entered it incorrectly, you'll need to delete the user and recreate them with the correct address.

Resending an expired invitation

The link in this email is only active for 48 hours - if the link expires before a user logins in for the first time Admins can resend the link.

  1. On the left hand menu select Settings

  2. Select Users from the tabs

  3. Click into the relevant user

  4. Click Resend invite

  5. Confirm you want to resend the invite

​

Resetting your password

If a user forgets their password they can reset their own password.

  1. Navigate to the Edify login page

  2. Click Reset password

  3. They will receive a link to reset their password via email

Deleting a user

  1. On the left hand menu select Settings

  2. Select Users from the tabs

  3. Click into the relevant user

  4. Click the bin icon

  5. Click Delete

Deleting a user cannot be undone.

Permission levels in detail

Key:

✅ included

❌ not available

Optional = off by default, an Admin can switch it on.

Action/Permission

Employee

Manager

Admin

Basic Functions

Complete standard Edify functions

✅

✅

✅

View active sites

✅

✅

✅

Order Management

Process orders within cut-off times

✅

✅

✅

Process orders beyond cut-off times

❌

✅

✅

Change price of items when confirming a PO

✅*

(optional)*

✅

Update a supplier product's default price from a PO

❌

❌

✅

Create Rules & Accept Orders**

❌

(optional)*

✅

Delivery Management

Edit confirmed delivery dates

❌

(optional) *

up to 7 days only

✅
​

Change quantity of items confirmed on PO

❌

(optional)

✅

Edit confirmed deliveries beyond a week

❌

❌

✅

Waste Management

Create waste records (today only)

✅

✅

✅

Create waste records (up to 7 days in the past)

❌

(optional)

✅

Waste unavailable items

❌

(optional)

✅

Transfer Management

Create transfers (today only)

✅

✅

✅

Create/edit transfers for any date

❌

(optional)

✅

Transfer unavailable items

❌

(optional)

✅

Inventory Management

Complete and submit stocktakes

✅

✅

✅

Close stocktakes

❌

✅

✅

Edit submitted stocktake

❌

(optional)

✅

Product & Recipe Management

View recipes/suppliers/products

✅

✅

✅

Add/Edit recipes

❌

(optional)

✅

Add/Edit suppliers

❌

(optional)

✅

Add/Edit products

❌

(optional)

✅

Checklists

Complete checklists

✅

✅

✅

Create new and edit existing checklists

❌

(optional)

✅

Reporting

View reports (e.g., COGS report)

❌

(optional)

✅

Use Ask Edify

❌

(optional)

✅

General Settings

View inactive sites

❌

❌

✅

Create new sites and users

❌

❌

✅

Edit or delete users

❌

❌

✅

Resend password setup links

❌

❌

✅

* Both depend on the supplier's Delivery price adjustment setting, which is on by default. With it on, Employees can edit prices at delivery and Managers can too once Change Delivery Prices is enabled on their user. With it off, only Admins can edit prices at delivery.

** Create Rules & Accept Orders covers both halves of order approval: creating the rules that hold orders, and approving or declining the orders they hold.

⚠️ Editing a price on a PO changes what that delivery cost. It only updates the supplier product's default price when an Admin makes the change, and then according to the supplier's Product price update settings. See Supplier Management.

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