Roles Overview

Want to invite your team to your xtraCHEF account? Tenant Administrators, also referred to as Tenant Admins, can add and manage users. Tenant Admin can also grant their users specific privileges within the account depending on staff members' position or need to access certain features.

There are five roles available in xtraCHEF: Tenant Administrator, Executive, Restaurant Manager, Restaurant User, and Invoice Capture.

User roles can be adjusted by Tenant Admins via these steps:

Navigate to the gear icon > Users.
Use the search bar to locate the individual in question.
Select their pencil icon.
Select the User Access tab.
Mark the checkbox for the role a user should have and select +Update to save your changes. Users should only be assigned one role, as each role encompasses the privileges below it.
If a user leaves your organization or no longer needs to be involved with xtraCHEF, revoke their access by deselecting any and all checkboxes in the User Access tab.

Role Levels

Now that we've covered the basics, let's take a closer look at each role starting with Tenant Administrator.

Tenant Administrator

Tenant Administrators are often owners, supervising/regional managers, or others who need a high level of visibility, access, and control across all parts of xtraCHEF.

There's no limit to how many Tenant Admins an account can have, but since Tenant Administrators have far-reaching and exclusive privileges, it's important to choose them carefully.

There are certain actions in xtraCHEF that can only be taken by a Tenant Admin, including adding and editing locations, adding and managing users, adding and editing accounting integrations and data, account configuration, approvals, and more. Ideally, your Tenant Admin(s) should be an expert in your organization's processes, have a good working knowledge of xtraCHEF (or be willing to learn), and initially be in contact with your xtraCHEF Onboarding Consultant to keep things running smoothly.

Executive

Executive is a read-only role in xtraCHEF. Team members who you grant this role can view everything in xtraCHEF, and have unfettered access to financial reports and other valuable data. However, Executives can't take any action. This is a role typically assigned to silent partners, investors, or team members who only need to view reporting.

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Restaurant Manager

Restaurant Manager is the most common role in xtraCHEF. Restaurant Managers are frequently general managers, executive chefs, or others who are deeply involved with some or all of your organization's locations. Restaurant Managers must be assigned to each individual location.

For each of their assigned locations, Restaurant Managers can perform a number of tasks such as exporting data, creating orders, and managing xtraCHEF's Recipe feature.

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Restaurant User

Restaurant Users are generally shift leads or assistant managers who are involved in the day to day work of uploading invoices and taking inventory. Restaurant Users can accomplish a variety of front and back of house tasks in xtraCHEF but do not have permission to edit or make changes to their location's account.

Restaurant Users must be added to each one of your locations - they will not be able to view data for locations they haven't been assigned.

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Invoice Capture

Cooks, bartenders, and others who handle receipts/invoices but don't need to analyze data are ideal candidates for the Invoice Capture role. This role can easily upload invoices to xtraCHEF via mobile, desktop, or email.

Since people assigned the Invoice Capture role can't see any part of xtraCHEF beyond the upload interface, there's no risk of accidental changes or sensitive information leaks.

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Features by Role Breakdown

Need a more in depth breakdown of roles and the features they have access to? The chart below breaks out just this. Read on to learn the specifics of each role level.

Module	xtraCHEF Feature	Feature Description	Tenant Administrator	Executive	Restaurant Manager	Invoice Capture	Restaurant User
Dashboard	Upload Documents	Upload Documents from Dashboard	✅	✅	✅	✅	✅
Dashboard	Search Invoice	Search Invoice from Dashboard	✅	✅	✅	✅	✅
Dashboard	Invoices	Invoice Tile	✅	✅	✅	✅	✅
Invoice	Invoice listing	View Invoice listing (for Invoice Capture role, only self-loaded documents will be visible)	✅	✅	✅	✅	✅
Invoice	Invoice Upload	Uploading of Invoice (single and batch)	✅	✅	✅	✅	✅
Invoice	Invoice Location Change	Invoice Location Change	✅	✅	✅	✅	✅
Invoice	View Invoice	Ability to Edit Invoice Header Level Data	✅	✅	✅	❌	✅
Invoice	View Invoice	Ability to Edit Invoice Line Level Data	✅	✅	✅	❌	✅
Invoice	View Invoice	Ability to Edit Category Invoice amount Breakup	✅	✅	✅	❌	✅
Invoice	View Invoice	Ability to Edit Credit line details	✅	✅	✅	❌	✅
Invoice	Rejected	Reject invoice and enter reject review comments	✅	✅	✅	❌	✅
Invoice	Export CSV	Ability to export the invoice listing	✅	✅	✅	✅	✅
Credit and Return Management	Credits and Returns	Capture Credit Image through a camera	✅	✅	✅	✅	✅
Credit and Return Management	Credits and Returns	Upload Credit Image	✅	✅	✅	✅	✅
Credit and Return Management	Credits and Returns	"Apply Credit" switch against each credit line	✅	✅	✅	✅	✅
Credit and Return Management	Credits and Returns	Capture Category wise Invoice Amount Breakup	✅	✅	✅	✅	✅
Credit and Return Management	Credits and Returns	View credits in the credit tile on the dashboard	✅	✅	✅	✅	✅
Location Management	Locations	Add/Modify/View Locations	✅	❌	❌	❌	❌
User Management	Users	Add/Modify/View Users	✅	❌	❌	❌	❌
User Management	Users	Reset password for users	✅	❌	❌	❌	❌
GL Code Management	GL Codes	Add/Modify/View GL Codes	✅	❌	❌	❌	❌
GL Code Management	GL Codes	Enable/Disable GL Codes	✅	❌	❌	❌	❌
Category Management	Custom Categories	Add/ Modify/ View Custom Categories	✅	❌	❌	❌	❌
Category Management	Custom Categories	Enable/Disable Custom Categories	✅	❌	❌	❌	❌
COGS Management	COGS Groups	Add/Modify/View COGS Groups	✅	❌	❌	❌	❌
Configurations	Tenant Configuration	Setup Invoice threshold, Start day of the week, Allow credit entry	✅	❌	❌	❌	❌
Budget Management	Budget	Create and monitor declining budgets	✅	❌	✅	❌	✅
Inventory Management	Map Inventory	Assign categories to inventory items	✅	✅	✅	❌	❌
Exception Management	Exceptions	View and clear the exceptions	✅	✅	✅	❌	❌
Approval Management	Approval	View and approve invoices	✅	✅	✅	❌	✅
Approval Management	Approval Rule	Define Approval rules and enable /disable them	✅	❌	❌	❌	❌
Cost Center Management	Cost Center	Create cost centers/groups	✅	❌	❌	❌	❌
Item Library Management	Product Verification	Review invoice items and approve	✅	❌	❌	❌	❌
Item Library Management	Manage Catalog	Ability to manage invoice items catalog of their own purchase	✅	✅	✅	❌	❌
Search Management	Invoice Search	Comprehensive search for Invoice properties	✅	✅	✅	❌	❌
Reconciliation	Reconciliation	Reconcile invoices uploaded	✅	✅	✅	❌	✅
Vendor Hub	Vendor Management	View/Edit vendor details	✅	✅	✅	❌	❌
Vendor Hub	Payment Terms	Assign payment terms to a vendor	✅	❌	✅	❌	❌
Vendor Management	Payment Terms	Add/Edit payment terms	✅	❌	❌	❌	❌
Receipt Management	Payment Methods	Define payment methods for assigning to receipts	✅	❌	❌	❌	❌
Extract Monitor	Export Management	Extract Monitor to view export files	✅	❌	✅	❌	❌
Price Tracker	Analytics	Access Purchase Price Tracker	✅	✅	✅	❌	✅
7 DAY Change	Analytics	Access 7 day Change metric	✅	✅	✅	❌	✅
COGS	Analytics	Access 7 day COGS metric	✅	✅	✅	❌	✅
Analytics	Reconciliation	View invoice reconciliation report	✅	✅	✅	✅	✅
Analytics	Spending by GL	View/Filter spending distributed across GLs	✅	✅	✅	❌	✅
Analytics	Category Weekly	View category wide spending weekly	✅	✅	✅	❌	✅
Analytics	Food Cost Weekly	View Food Cost by COGS weekly	✅	✅	✅	❌	✅
Analytics	Volume	View invoice volume across locations	✅	✅	✅	❌	✅
Analytics	Spending by Category	View/Filter spending distributed across categories and locations	✅	✅	✅	❌	✅
Analytics	Spending by Vendor	View/Filter spending distributed across vendors and locations	✅	✅	✅	❌	✅
Analytics	Unit Comparison	View comparison of food cost per unit between two locations	✅	✅	✅	❌	✅
Reports	Purchase History	Create Purchase groups	✅	✅	✅	❌	✅
Reports	Purchase History	View report by unit cost	✅	✅	✅	❌	✅
Reports	Purchase History	View report by price fluctuation	✅	✅	✅	❌	✅
Reports	Food Cost Ratio	View/download report on Food Cost Ratio	✅	✅	✅	❌	✅
Reports	Invoice Summary by GL	View/Download invoice summary by GL	✅	✅	✅	❌	✅
Reports	Spend Summary by GL	View/Download report for spending distributed across GLs and locations	✅	✅	✅	❌	✅
Reports	GL Distribution Report	View /Download report for GL distribution for invoice	✅	❌	✅	❌	✅
Reports	GL Summary Report	GL Summary across locations	✅	❌	✅	❌	✅
Reports	Contracted Price Variance Report	Price variance report based on the contracted price for invoice items	✅	❌	✅	❌	✅
Reports	Top 100 Product Purchase Report	List the top 100 invoice items purchased	✅	❌	✅	❌	✅
Reports	Operation Reports	All Operation Reports	✅	✅	✅	❌	✅
Reports	Administrative Reports	Usage Report	✅	✅	✅	❌	✅
Order	Outbound Order	Recent Orders List	✅	❌	✅	❌	✅
Order	Order	Order History	✅	❌	✅	❌	✅
Order	Order	Create Order	✅	❌	✅	❌	✅
Order	Order	Add to Cart	✅	❌	✅	❌	✅
Order	Order	Check Out	✅	❌	✅	❌	✅
Order Guide	Bid sheet	Upload Bid Sheet	✅	❌	✅	❌	✅
Order Guide	Create	Create Order Guide	✅	❌	✅	❌	✅
Order Guide	Edit	Edit Order Guide	✅	❌	✅	❌	✅
Order Guide	Order Guide	Schedule	✅	❌	✅	❌	✅
Order Guide	Order Guide	Download	✅	❌	✅	❌	✅
Order History	Order History	Export	✅	❌	✅	❌	✅
Statements	Upload	Upload Statements	✅	✅	✅	❌	✅
Recipe	Recipe Menu	Access to Recipe Module	✅	❌	✅	❌	❌
Recipe	Menus	Shows Menu	✅	❌	✅	❌	❌
Recipe	Recipe	Shows Recipes	✅	❌	✅	❌	❌
Recipe	Prep Recipe	Shows Prep Recipe	✅	❌	✅	❌	❌
Recipe	Variance Analysis	Variance Analysis	✅	❌	✅	❌	❌
Recipe	Product Mix Report	Product Mix Report	✅	❌	✅	❌	❌
Recipe	Product Mapping Report	Product Mapping Report	✅	❌	✅	❌	❌
Recipe	Configurations	Configurations	✅	❌	✅	❌	❌
Inventory	Inventory Counts	Counting the inventory	✅	✅	✅	❌	✅
Inventory	Count Lists	Creating count lists	✅	✅	✅	❌	✅
Inventory	Area Set up	Create the Areas where they will track their inventory	✅	❌	✅	❌	✅
Inventory	Manage Waste	tracks the waste produced by unprocessed inventory	✅	❌	✅	❌	✅
Inventory	Analytics	Actual Vs Theoretical analysis/depleting inventory	✅	❌	✅	❌	✅
Inventory	Reports	Reports Inventory by GL/Inventory summary/Variance	✅	❌	✅	❌	✅
Sync Monitor	Sync Monitor	Shows the monthly calendar with information about the sales entered	✅	✅	✅	❌	✅
Operating Summary	Operating Summary	Provides a real-time snapshot of financial health by calculating Gross and Net Profits	✅	✅	✅	❌	❌

xtraCHEF: Levels of Reporting

Help Center: xtraCHEF by Toast

xtraCHEF: Glossary and Terminology

xtraCHEF: Introduction to Reporting and Analytics

xtraCHEF 101

xtraCHEF: Get Started With User Roles