Team Management

Invite team members to your account, assign roles, and manage permissions. Collaborate effectively by giving everyone the right level of access.

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Accessing Team Settings

1. Click your avatar in the top-right corner
2. Select Accounts from the dropdown
3. Click your account name
4. Go to the Team section

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Team Roles

Each team member has a role that determines their default permissions:

Role	Description
Admin	Full access to everything, including billing and team management
Manager	Oversee locations and users, manage most features
Chef	Create and manage recipes, ingredients, and menus
Cook	View recipes, scale portions, basic kitchen operations
Member	Basic viewing access

Role Capabilities

Capability	Admin	Manager	Chef	Cook	Member
Manage team	✓
Billing access	✓
Create recipes	✓	✓	✓
Edit recipes	✓	✓	✓
View recipes	✓	✓	✓	✓	✓
Scale recipes	✓	✓	✓	✓
Manage inventory	✓	✓
Process invoices	✓	✓

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Inviting Team Members

Sending an Invitation

1. Go to Accounts → Your Account → Team
2. Click Invite Member
3. Enter their Email Address
4. Select a Role
5. Choose Locations they can access (optional)
6. Click Send Invitation

What the Invitee Receives

• An email with a link to join your account
• Instructions to create an account (if they're new to PrepStation)
• Automatic access to your account once they accept

Pending Invitations

View and manage pending invitations:

Action	Description
Resend	Send the invitation email again
Copy Link	Copy the invitation link to share manually
Cancel	Revoke the invitation

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Managing Team Members

Viewing the Team

The team page shows all members with:

• Name and email
• Role
• Assigned locations
• Last activity

Changing a Member's Role

1. Find the team member
2. Click Edit or the role dropdown
3. Select the new role
4. Click Save

Custom Permissions

Override the default role permissions for specific users:

1. Find the team member
2. Click Edit Permissions
3. Add or remove specific permissions
4. Click Save

Use custom permissions when someone needs access beyond their role (or restricted access).

Custom permissions always win over the role. Removing one takes the access away even from an admin or manager, and adding one grants access without changing the person's role. Permissions are per account, so the same person can have different access in each account they belong to.

Assigning Locations

Restrict a member to specific locations:

1. Find the team member
2. Click Edit
3. Select the Locations they can access
4. Click Save

Members only see data from their assigned locations.

Removing Team Members

1. Find the team member
2. Click Remove
3. Confirm removal

What happens:

• They lose access to your account immediately
• Their user account remains (they can still use PrepStation elsewhere)
• Data they created remains in your account

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Switching Accounts

If you belong to multiple accounts:

1. Click your avatar in the top-right
2. Click Accounts
3. Select the account to switch to

Your current account is shown in the navigation.

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Account Settings

Editing Account Details

Account owners and admins can edit:

Setting	Description
Account Name	Your organization name
Avatar	Account logo (shown in navigation)

Transferring Ownership

Transfer your account to another admin:

1. Go to Accounts → Your Account
2. Click Transfer Ownership
3. Select the new owner (must be an admin)
4. Confirm the transfer

Deleting an Account

To delete a team account:

1. Go to Accounts → Your Account
2. Click Delete Account
3. Confirm by entering your password
4. Click Confirm Deletion

What gets deleted:

• All account data (recipes, ingredients, menus, etc.)
• All team member access
• Subscription is canceled

Cannot delete:

• Personal accounts (your default account)
• Accounts with active subscriptions (cancel first)

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Best Practices

Assigning Roles

Staff Type	Recommended Role
Owner/Manager	Admin
Kitchen Manager	Manager
Executive Chef	Chef
Line Cooks	Cook
Front of House	Member

Location Restrictions

Use location restrictions when:

• Operating multiple venues
• Staff should only see their location's data
• Separating test/production environments

Security

• Use Admin role sparingly
• Review team members periodically
• Remove access promptly when staff leaves
• Enable 2FA for admin accounts

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Common Questions

Q: Can someone be on multiple accounts?
A: Yes. One user can belong to multiple accounts and switch between them.

Q: What happens when I remove someone?
A: They lose access immediately. Their user account and any personal data they have elsewhere remain.

Q: Can I have multiple admins?
A: Yes. You can have as many admins as needed.

Q: Who can see billing information?
A: Only the account owner and admins.

Q: Can I restore a removed team member?
A: Yes. Send them a new invitation.

Q: How do I leave an account I'm a member of?
A: Ask an admin to remove you, or contact support.

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Next Steps

• Profile & Password — Manage your personal settings
• Billing & Subscription — Manage your plan