How to Add Team Members and Manager Users in BakeSmart

Use the Users Management section in BakeSmart to add, edit, or remove team members, assign roles, and control access to key features. Each role has specific permissions to help staff do their jobs while keeping sensitive tools and data secure.

What Can Be Edited

You can manage the following user-related settings in BakeSmart:

Add new team members
Assign roles and access levels
Edit user names, PINs, or emails
Deactivate or delete users
Review role-based permission levels

User Roles & What They Can Do

BakeSmart uses role-based permissions to control what each user can access. Roles can be combined for flexibility (e.g., someone can be both a Cashier and an Order Taker).

Role	What They Can Do
Cashier	POS-only access via PIN. Make sales, apply promo codes, cancel unpaid sales, issue gift cards.
Order Taker	Enter and edit orders, cancel and refund orders.
Shift Lead	All Cashier + Order Taker permissions. Void payments, issue refunds, manage drawers, override deposits.
FOH Manager	All Shift Lead permissions + run sales reports.
BOH Manager	View individual orders, run production reports.
Owner/Admin	Full access to all system features and settings.
Customer	Use eCommerce, manage their account, and view order history.

💡 At this time, permissions are assigned by BakeSmart. Contact your onboarding specialist if you need a change.

How to Access User Management

Follow the step by step on how to access and manage users:

Go to the Dashboard
Click the Settings icon in the top navigation bar
Select Team from the menu
Click Invites to add new users
Click Users List to view or manage existing users

Make Your Changes

Add a New User

For Hourly Users (Cashiers or Order Takers):

Go to Settings > Team > Invites
Enter the user's First and Last Name
Assign a unique 1–6 digit PIN (e.g., MMDDYY like 090400 for Sep 4, 2000)
Select the role from the dropdown
Click Add to save

For Admins, Managers, and Shift Leads:

Enter the user's First and Last Name
Enter their Email Address (credentials will be sent here)
Select the appropriate role
Click Invite to send an email with login instructions

Edit an Existing User

Go to the Users List in the Admin Suite
Click the name of the user you want to edit
Update fields like name, email, or role
Click Save to apply changes

Deactivate a User

In the Users List, select the user
Click Deactivate User
Confirm to immediately revoke access
💡 Deactivated users remain in the system for auditing but cannot log in.

Delete a User (Permanent)

⚠️ This action is permanent and should only be used when necessary.

Go to the user’s profile in the Users List
Click Delete User
Confirm to permanently remove the user and their access

Tips for Managing Users

Double-check roles when assigning access—each role unlocks specific areas of the system and should match the employee’s responsibilities
Roles can be stacked to give a user broader access without granting full admin rights (e.g., Cashier + Order Taker)
Permissions are tied to roles, which are configured by BakeSmart and cannot be customized by store staff
Only users with a role that includes Team Management access can assign or adjust roles and unlock additional permissions for other users
If you're unable to complete a task in BakeSmart, check with your store manager to see if your current role includes the necessary access
Managers who need help understanding roles or permission levels can contact the BakeSmart support team
All new users will receive a guided POS walkthrough based on their assigned role the first time they log in—this can be repeated if needed

Watch a Walkthrough Video

We’ve prepared a quick video showing how to add, edit, and deactivate users in BakeSmart.

📺 [Insert video link]