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Managing Edify Users

Updated this week

Overview

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. Users fall into three permission levels: Employee, Manager, and Admin, each with different capabilities that can be customised further.

Adding new Users to Edify

If you have Admin permissions you have the ability to add a new user.

  1. On the left hand menu select "Settings"

  2. Select "Users"

  3. In the top right hand corner select "Add New User"

  4. Complete user details

  5. Assign the sites this user should have access to and set their home site (the site they'll automatically view when they first login)

  6. Set their default User Permissions (find out more about permissions below)

  7. Select "Send Invite"

This will trigger an email to the user prompting them to set a password and get logged in.

If you need to add a new user but do not have the correct permissions to do this please reach out to one of your internal Edify Admin's to action this.

🚨 Please note, 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 a password set-up link from Edify.
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​Resending an expired invitation

  1. Navigate to "Settings"

  2. Select "Users"

  3. Click on the "Pending" status by the user whose link has expired

  4. Click "resent invite"

Can I edit a user's email address?

No, once you have created a user it is not possible to edit the email address (this is because the user is linked to that address). If the email address was entered incorrectly you can delete the user and recreate them.
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​I'm getting an error message when trying to add a User phone number, what should I do?

If inputting a UK number please ensure you are only entering 10 digits (you don't need to put the first "0").
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Deleting Users from Edify

Go to Settings > Users.
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Here, you will see a list of all users associated with your account.
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Find the user you want to delete, and hover over the "Status" column (Where the text says "Active"). You will then see an option appear to Suspend or Delete a user.
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Suspending a user will temporarily prevent access to their account. Deleting a user will remove their user credentials and login forever.
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User Permissions

User permissions are set when a user is first created and can be edited at any time.
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You can edit or customise these permissions by heading to Settings > Users > Click "Edit" > Customise/Change the user permissions using the checkboxes available.

If you need to edit a users permissions but do not have the correct permissions to do this please reach out to one of your internal Edify Admin's to action this.

Permission Level

Description

Employee

Basic user with standard Edify functions, limited administrative capabilities

Manager

Enhanced permissions including order processing flexibility and stocktake management

Admin

Full system access including user management and all site visibility

Employee 👤 - Employee users are able to complete all the standard Edify functions but cannot do things such as process orders beyond cut-off times or close stocktakes. Employees are not able to make edits to recipes nor suppliers or products. They do not have access to reports in Edify.
​
Further permissions can be added as required:

  • Change Delivery Prices (when an order is confirmed)

Manager ⭐️ - Managers can do everything an employee can do, but can also process orders past cut-off times and close stocktakes.
​
Further permissions can be added as required:

  • Add/Edit Suppliers

  • Add/Edit Products

  • Add/Edit Recipes

  • Manage Checklists (aka create new checklists)

  • View Dashboards (such as the COGs report)

  • Change Delivery Prices (when an order is confirmed)

  • Change Date of Confirmed Delivery, Waste and Transfer

  • Edit Confirmed Deliveries Beyond a Week

  • Edit a submitted stocktake

  • Close a stocktake

  • Waste or Transfer Unavailable Items

Admin 🚀 - The highest level of permissions available, Admins will be able to complete all available actions and will be able to view all sites. Admins are able to view inactive sites, while these sites won't be visible to Managers and Employees.

Permission Comparison

Action/Permission

Employee

Manager

Admin

Basic Functions

Complete standard Edify functions

✅

✅

✅

View active sites

✅

✅

✅

Access reports

❌

(optional)

✅

Order Management

Process orders within cut-off times

✅

✅

✅

Process orders beyond cut-off times

❌

✅

✅

Change delivery prices (when confirmed)

(optional)

(optional)

✅

Delivery Management

Edit confirmed delivery dates

❌

(optional) *

up to 7 days only

✅
​

Edit confirmed deliveries beyond a week

❌

❌

✅

Waste Management

Create waste records (today only)

✅

✅

✅

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

❌

(optional)

✅

Transfer Management

Create transfers (today only)

✅

✅

✅

Create/edit transfers for any date

❌

(optional)

✅

Transfer & Waste unavailable items

❌

(optional)

✅

Inventory Management

Perform 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)

✅

System Administration

Manage checklists (create new)

❌

(optional)

✅

View dashboards (e.g., COGS report)

❌

(optional)

✅

View inactive sites

❌

❌

✅

User Management

Add new users

❌

✅

✅

Edit user permissions

❌

❌

✅

Delete/Suspend users

❌

❌

✅

Resend password setup links

❌

❌

✅

Manage CPU customers

❌

❌

✅

*All optional permissions are set to OFF by default

Related Articles
Managing Stocktakes in Edify
Placing orders in Edify
Logging Waste in Edify
Homepage Report
COGs Dashboard
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