Invite users and assign roles
Owners invite teammates from User Management by entering an email address and picking a role. Rinvy sends a welcome email, and the person joins your kitchen the first time they sign in with that address. The role decides what they can see and change, so pick the smallest one that covers their job.
The four roles
| Role | Can do |
|---|---|
| Owner | Everything. Manage billing, invite users, change permissions, edit any history, delete data. One restaurant can have multiple owners. |
| Manager | Day-to-day operations and overrides: counts, receipts, recipes, prep, orders, reports. Can edit historical counts and receipts. Cannot invite users (Owner only). |
| Staff | Operational work: record counts, receive deliveries, log prep, log waste. Edit their own recent counts within 24 hours. Read access to most of the rest. |
| Viewer | Read-only. See current inventory, history, and the Waste report. Cannot record or edit anything. |
Pick the least permissive role that lets someone do their job. You can always upgrade someone later. Downgrading is more awkward.
Sending an invite
Go to User Management.
- Tap Invite someone.
- Enter their email and pick a role. The picker starts on Staff.
- Tap Send invite. Rinvy creates a placeholder user and sends a welcome email.
The invited person doesn't need to have an account yet. On their first sign-in (Google, Apple, or email), Rinvy matches the email to the placeholder and links it to their new sign-in. They land on your restaurant's dashboard automatically.
A person who signs up with an email address and a password must verify that address first. Rinvy sends them a verification link and shows a Verify your email to join your kitchen screen. After they open the link and tap I've verified my email, they join your kitchen. Google and Apple sign-ins are already verified, so they skip this step. The check makes sure that only the person who reads the invited inbox can take the invite.
Until then, their row shows a Pending chip and when you sent the invite, for example "invited 3 days ago". If the address already has a Rinvy account with a verified email, the person joins right away and their row shows their role instead. If that account's email is not verified yet, Rinvy refuses the invite and asks you to try again later. The person opens Profile in Rinvy, taps Send link under their email, opens the link, and taps I've verified. Then send the invite again. Capital letters in the address don't matter. Inviting someone who is already a member of this kitchen is refused with "User is already a member of this restaurant."
Seat limits on each plan
Each plan caps two groups of seats. Owners and Managers share the admin seats. Staff and Viewers share the team seats.
| Plan | Owners + Managers | Staff + Viewers |
|---|---|---|
| Free | 2 | 5 |
| Standard | 3 | 15 |
| Pro | Unlimited | Unlimited |
A pending invite takes a seat as soon as you send it. When a group is full, Rinvy refuses the invite and names the limit and your plan. A banner on User Management warns you once a group is 80% full. Role changes count too: promoting a Staff member to Manager needs a free admin seat, and moving a Manager down to Staff needs a free team seat. See plan limits.
What if the welcome email never arrives?
Resend the invite, then ask the person to look in their spam or junk folder. Tap the ⋮ (More actions) button on the pending row and choose Resend Welcome Email. The email comes from notifications@rinvy.app with the subject "You've been invited to your restaurant on Rinvy". In Gmail, opening Spam and clicking Not spam moves it back to the inbox (Gmail Help). In Outlook, adding the address to the Safe Senders list keeps later Rinvy emails out of Junk.
The invite works without the email. The person can open rinvy.app or the app and sign in with the invited address.
To cancel a pending invite, choose Remove User on its row. Removing it frees the seat, and you can invite the same address again later. Once the person has signed in, Remove User removes a full member instead.
Why can't my teammate see our kitchen after signing in?
Your teammate most likely signed in with a different email address than the one you invited. Rinvy matches an invite to an account by email address only. A cook who signs in with a personal Gmail when you invited their work address gets a new, empty account and lands on kitchen setup.
Sign in with Apple can cause the same miss. If the person chooses Hide My Email, Apple gives Rinvy a private relay address ending in @privaterelay.appleid.com instead of their real one (Apple Support). Ask them to sign out and sign in again with Google, or with email and password, using the invited address. You can also invite the relay address if they tell you what it is.
Changing someone's role
Find the user in User Management.
- Tap the ⋮ (More actions) button on their row and choose Change Role.
Choose the new role from the list: Owner, Manager, Staff or Viewer. The current role is marked (current).
Role changes take effect immediately. The user might need to refresh to see updated UI.
You cannot downgrade the last owner. Every restaurant needs at least one Owner, so Rinvy refuses this change. You also can't change your own role or remove yourself. Ask another Owner to do it.
Removing a user
Removing detaches the user from this restaurant. Their historical activity (counts, receipts, prep logs) stays attributed to them in reports. They can't sign in to this restaurant anymore.
If they belong to other restaurants, those memberships are unaffected.
Multi-restaurant users
A single Rinvy account can belong to multiple restaurants. This suits restaurant groups, consultants, and operators with side businesses. Each user has a role per restaurant (so you can be Owner in your own and Viewer for a friend's). The kitchen switcher in the sidebar lets them flip between memberships.
What invited users see in the welcome email
- Who invited them.
- Restaurant name.
- The role you picked, with one line on what it lets them do.
- A Sign In button for rinvy.app, and a note that the app is on the App Store and Google Play.
Rinvy sends the welcome email from notifications@rinvy.app. Replies reach a person at Rinvy, so the invitee can write back with questions.
Common mistakes
Inviting the wrong role 'just to be safe'
Staff is the right role for most kitchen team members. Manager lets them edit historical counts and override 24-hour limits, which is a lot of trust. Viewer is the right role for stakeholders who only need read access (accountants, district managers).
Removing instead of downgrading
If someone leaves the role but stays at the restaurant (e.g., moves from cook to dishwasher), downgrade their role rather than removing them. Removal forces a new invite if they ever need access again.
Trying to remove the last owner
The API rejects this. Promote someone else to Owner first, then downgrade or remove the original.