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Team Management and Roles

Invite team members and assign roles — owner, manager, or staff — with different access levels.

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Team Management and Roles

  • How to invite team members to your BakeOnyx account
  • Understanding the built-in roles and custom roles
  • How to change a person's role and remove team members
  • How to give a role its own start page (for example, Production for bakers)

What Are Team Roles?

BakeOnyx has three built-in roles, each with different access levels. Choosing the right role for each team member helps keep your bakery organized and secure.

  • Owner: Full access to everything, including bakery settings and billing. Your bakery can have only one owner.
  • Manager: Operational access to orders, recipes, inventory, customers, and reports. Perfect for shift leaders or head bakers.
  • Staff: Limited access. Can view and edit assigned orders and view recipes. Ideal for bakers and decorators who focus on fulfilling orders.

Custom Roles

When the built-in roles do not fit, make your own role, for example Head Baker, Driver or Procurement Manager. Go to Settings > Team > Roles & permissions, click New custom role, and turn on only the features that role needs.

On the team list, each person shows their actual role. A person on a custom role shows the custom role's name, not "Staff" or "Manager".

How to Invite a Team Member

  1. Go to Settings in the main navigation menu.
  2. Click Team in the left sidebar.
  3. Click the + Invite Team Member button.
  4. Enter the team member's email address in the Email field.
  5. Select their role from the dropdown menu: Manager, Staff or one of your custom roles.
  6. Click Send Invite.

An invitation email will be sent to that address. Your team member can click the link in the email to accept the invite and set up their password. Once they accept, they'll appear on your team list.

Team management page showing list of team members with their roles and action buttons
Tip: Make sure you have the correct email address. If a team member doesn't receive their invite after a few minutes, ask them to check their spam folder or resend the invite.

Changing a Team Member's Role

As your bakery grows, you might need to promote a staff member or move someone to a custom role.

  1. Go to Settings > Team.
  2. Find the team member in the list.
  3. On a computer or tablet: click the Role box next to their name. On a phone: tap the three-dot menu on their card, then Change role….
  4. Select the new role. The list shows the built-in roles and all your custom roles. A custom role is marked Custom, and a role with a start page shows "Starts on …".

The change is saved at once. The team member gets the new role's access the next time they sign in, or within 5 minutes.

Note: You cannot change the owner role. If you need to transfer ownership of your bakery account, contact BakeOnyx support for assistance.

Give a Role Its Own Start Page

You can choose the page a role sees after signing in and when they tap Dashboard. For example, production staff can start on Production, and a driver can start on Deliveries.

  1. Go to Settings > Team > Roles & permissions.
  2. Open the role (custom roles, Manager or Staff).
  3. Under Start page (their Dashboard), choose the page.
  4. Click Save details (or Save start page for Manager and Staff).

The change reaches people on their next sign-in, or within 5 minutes. The roles list shows "Starts on …" for each role that has a start page. The Owner role always starts on the main dashboard.

Tip: The role must have access to the page. If it does not, you see a warning under the start page, and the person keeps seeing the main dashboard. For a custom role, turn on the matching permission (for example, View production for the Production page).

Choose Who Can Use Support

Support is where your team sends questions and feature requests to the BakeOnyx team. You can choose which roles can use it. When a person cannot use Support, the Support item is not in their menu and they cannot open the page.

For the Manager and Staff roles:

  1. Go to Settings > Team.
  2. Find the Support access card.
  3. Choose Everyone, Owner and Manager or Owner only. The change is saved at once.

For custom roles (for example, Driver):

  1. Go to Settings > Team > Roles & permissions.
  2. Open the role.
  3. Under Billing & Team, turn Use Support on or off.
  4. Click Save permissions. The change reaches people on their next sign-in, or within 5 minutes.
Who sees which tickets: The owner can always use Support and sees all tickets for the bakery. Other team members see only the tickets they sent.

Removing a Team Member

  1. Go to Settings > Team.
  2. Find the team member you want to remove.
  3. Click the three-dot menu icon next to their name.
  4. Select Remove from team (on a phone: Remove).
  5. Confirm the removal when prompted.

Once removed, that person will no longer be able to log in to your BakeOnyx account. Any orders or notes they were working on will remain in your system, but they won't have access to view or edit them.

Warning: Removing a team member is permanent. Make sure you've transferred or completed any urgent tasks they were handling before you remove them.

Best Practices for Team Management

  • Use the right role: Give staff members only the access they need to do their job. This keeps sensitive information (like pricing and supplier details) secure.
  • Keep your team list current: Remove team members who are no longer with your bakery to prevent unauthorized access.
  • Communicate changes: Let your team know when their role changes so they understand what new features they can access.

Next Steps

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