Permissions and roles reference

This is the reference table for what each role can do in Rinvy. Use it when you're choosing a role for a new teammate, or when something works for one user but not another.

Roles, at a glance

Role	What they're for
Owner	Restaurant owner, GM, accountable for the business. Full access, including billing and user management.
Manager	Chef, kitchen manager, operations lead. Full operational access plus historical overrides.
Staff	Line cook, prep cook, dishwasher. Day-to-day operations — count, receive, prep, log waste.
Viewer	Accountant, consultant, district manager, investor. Read-only access for context without edit risk.

Full permission matrix

Capability	Owner	Manager	Staff	Viewer
Team and billing
Manage users (invite, change roles, remove)	✅	❌	❌	❌
Inventory operations
Take inventory counts	✅	✅	✅	❌
Edit recent (≤24h) completed counts	✅	✅	✅	❌
Edit older completed counts (override)	✅	✅	❌	❌
Delete inventory sessions	✅	✅	❌	❌
Receive products	✅	✅	✅	❌
Log waste	✅	✅	✅	❌
Delete waste logs	✅	✅	❌	❌
Catalog
Create / edit / delete products	✅	✅	❌	❌
Create / edit / delete categories	✅	✅	❌	❌
Manage suppliers	✅	✅	❌	❌
Recipes and prep
Create / edit / delete recipes	✅	✅	❌	❌
Execute recipes (run prep)	✅	✅	✅	❌
Manage prep lists (create, approve)	✅	✅	❌	❌
Menu and sales
Manage menu items	✅	✅	❌	❌
View menu items	✅	✅	✅	✅
Manage sales data (upload, edit)	✅	✅	❌	❌
View sales data	✅	✅	✅	✅
Reports and dashboard
View reports	✅	✅	❌	❌
View dashboard stats	✅	✅	✅	✅
Read-only access
View inventory	✅	✅	✅	✅
View products	✅	✅	✅	✅
View categories	✅	✅	✅	✅
View recipes	✅	✅	✅	✅

Notes on specific permissions

"Edit recent completed counts"

Staff can edit a completed count, but only within 24 hours of the session completing. After that window, only a Manager or Owner can edit. See editing past counts and receipts.

"Manage users"

Owner-only. Managers can't promote, demote, or remove other users. The system enforces at least one Owner per restaurant — you can't downgrade the last one.

"View reports"

Staff don't see reports. They still see the dashboard cards (which show summary numbers) and current inventory, but the deep reports (Spending, Usage, Waste, etc.) are gated to Manager and above.

"Execute recipes"

Distinct from creating or editing recipes. Staff can run prep against existing recipes — that's their core workflow — but they can't change the recipe definitions themselves.

Tier gates on top of roles

A few features are role-allowed but also tier-gated. A Manager on the Free tier can't access:

Prep lists (Pro tier)
Variance, product, and menu-item reports (Standard or Pro depending)
Demand forecasting (Pro)
Invoice ingestion (Pro)
AI recipe scanning (Standard+)

The role lets you in; the plan lets the feature exist at all.

How to pick a role for someone

A quick decision tree:

Are they responsible for the business? Owner.
Are they running operations day-to-day and need to fix data when staff make mistakes? Manager.
Are they doing physical work in the kitchen? Staff.
Do they need to see numbers but never change them? Viewer.

When in doubt, start lower. Upgrading a role is one click; explaining why something they touched broke takes longer.

Invite users and assign roles