How to Add and Set Up a User

How to Add and Set Up a User support guide step 1

The Users page controls employee accounts, PIN access, role labels, and feature permissions.

User access is determined by Feature Access. The selected role identifies the user’s position but does not automatically grant administrative permissions.

Open User Management

  1. Log in with an account that has access to User Management.
  2. Select Manage.
  3. Select Users from the management sidebar.
  4. Turn Admin Tools on to create users or change their permissions.

Admin Tools Off

With Admin Tools turned off, the page can be used to review existing users and their assigned features.

The Create User control is hidden. Administrative account and permission changes should be completed with Admin Tools enabled.

Admin Tools On

Enable Admin Tools to access:

  • Create User
  • Edit PIN
  • Delete user
  • Feature assignment and removal
  • Save Changes

Help

Enable Help to display page guidance.

The Help section explains how to:

  • Enable Admin Tools to add users and manage permissions
  • Select a user and assign features
  • Remove features using the X
  • Review logged-in status, device information, and features
  • Edit PINs or remove users
  • Save permission changes

User Info

The User Info section provides an overview of every account.

It displays:

  • Username
  • Role
  • Last Login
  • Last Logout
  • Device
  • Features

The user count appears above the table.

A Logged In label identifies the account currently using CrumbsOS.

Expand or collapse Device and Features

Device and feature information may be shortened to keep the table compact.

Select a user’s Device or Features cell to expand its contents. Select it again to return to the shortened view.

Device information identifies the browser or device used during the user’s most recent activity. Feature information lists the management areas assigned to that user.

Create a PIN User

Use a Local user for an employee who signs in from the CrumbsOS user-selection screen with a four-digit PIN.

  1. Turn Admin Tools on.
  2. Select Create User.
  3. Select Local (PIN Login).
  4. Enter the employee’s Username.
  5. Enter a four-digit PIN.
  6. Select a role.
  7. Select Save User.

The new user is added to User Info and becomes available on the PIN login screen.

The show control can be used to reveal or conceal the PIN while completing the form.

Required Local-user information

  • Username
  • Four-digit PIN
  • Role

Authentication Users

The Create User window also provides Authentication (email).

When selected, the form requests an email address instead of a local username and PIN. This account type is intended for authentication-based access.

Use Local (PIN Login) when the employee should sign in from the shared POS device with a four-digit PIN.

User Roles

The available role labels are:

  • admin
  • manager
  • cashier
  • kitchen
  • expo
  • staff

The form identifies Role as a visual tag only.

A role helps managers identify the employee’s intended position, but the role itself does not determine which management pages the user can open. Page access is controlled separately through Feature Access.

For example, a user can have the staff role and still receive access to Products, Menus, Modifiers, and Order History. Conversely, selecting a manager-style role does not replace the need to assign the required features.

This separation allows businesses to create practical custom access arrangements without being limited to a fixed permission package for each role.

Feature Gating

Feature Gating controls which management pages appear for each user.

Available features include:

  • Inventory — provides access to Products
  • Menu Builder — provides access to Menus
  • Modifier Management — provides access to Modifiers
  • Reports Dashboard — provides access to Reports
  • Order History — provides access to History
  • Settings — provides access to Settings and Admin Tools controls
  • User Management — provides access to Users
  • Time Clock — provides access to Timecards management
  • Stripe Payments — provides access to Stripe
  • Customers — provides access to Customers

Features that have not been assigned are omitted from the user’s management sidebar.

Assign Features to a User

  1. Open Manage → Users.
  2. Turn Admin Tools on.
  3. In the Select User dropdown, select the user.
  4. Locate the required feature under Available Features.
  5. Drag the feature to the user, or double-click or double-tap its feature chip.
  6. Repeat for each required feature.
  7. Select Save Changes.

Assigned features move from Available Features into the selected user’s permission area.

The updated assignments also appear in the User Info table.

Remove a Feature

  1. Select the user from the dropdown.
  2. Locate the feature in the user’s assigned-feature area.
  3. Select the X beside that feature.
  4. Select Save Changes.

The removed management page will no longer appear when that user next signs in.

How Settings Affects Admin Tools

The Settings feature has an additional effect beyond displaying the Settings page.

Without Settings permission:

  • The user can open only the assigned management pages.
  • Admin Tools controls are not available on those pages.
  • The user can review or use the non-administrative functionality provided by each feature.

With Settings permission:

  • Settings appears in the management sidebar.
  • Admin Tools toggles become available on the user’s permitted pages.
  • The user can enable administrative controls within those pages.

This means Settings should be assigned carefully. A user with Inventory and Settings can enable Admin Tools on Products and access product-management actions such as Add Product.

Feature-gating example

A staff employee needs to review orders and maintain the menu but should not manage reports, users, or business settings.

Set up the account as follows:

  1. Create a Local PIN user.
  2. Select the staff role.
  3. Assign:
    • Order History
    • Inventory
    • Menu Builder
    • Modifier Management
  4. Do not assign:
    • Settings
    • User Management
    • Reports Dashboard
    • Stripe Payments
    • Customers
    • Time Clock, unless required

When the employee logs in, the management sidebar displays only:

  • History
  • Products
  • Menus
  • Modifiers

If the employee later needs to add or edit products, temporarily or permanently assign Settings. This exposes Settings and the Admin Tools toggle on the assigned pages.

After Settings is removed and the changes are saved, the employee returns to the limited feature set.

Log In as a PIN User

  1. Select Switch-User.
  2. Select the user.
  3. Enter the user’s four-digit PIN.
  4. Select Login.

CrumbsOS records the login time and device information in User Info.

Only the user’s assigned management features appear after login.

Switch Back to a Manager or Administrator

  1. Select Switch-User.
  2. Select the manager or administrator.
  3. Enter that user’s PIN.
  4. Select Login.
  5. Open Manage → Users to review or change permissions.

The previous user’s Last Logout time and the current user’s Last Login time are updated.

Edit a User’s PIN

  1. Turn Admin Tools on.
  2. Select the user from the dropdown.
  3. Select Edit PIN.
  4. Enter the revised PIN.
  5. Save the change.

Use a unique four-digit PIN for each local user.

Delete a User

  1. Turn Admin Tools on.
  2. Select the user from the dropdown.
  3. Select Delete.
  4. Complete the deletion confirmation.

Deleting a user removes that account’s access. Remove only accounts that are no longer required.

Save Permission Changes

Always select Save Changes after assigning or removing features.

Before leaving the page, verify the user’s Features column in User Info. This provides a quick confirmation of the saved access configuration.