What are user roles?
Tebi's user roles let you control exactly what each team member can do. Every user in your ledger is assigned a role, and each role has its own set of permissions.
With user roles you can:
Give floor staff access to sales and payments only, with no visibility into financial data or settings.
Give managers access to reports and product configuration without exposing owner-level controls.
Customise permissions per role to match how your team is actually structured.
Reset any role back to its default permissions at any time.
User roles are managed in the Tebi Back Office only.
Note: Only users with advanced Back Office access can manage these settings.
The default roles
Tebi provides eight default roles. Roles are sorted alphabetically in the Back Office.
Role | Who it's for |
Accountant | Access to financial data and reporting |
Assistant manager | Day-to-day management with elevated permissions, without full manager-level system access |
Chef | Kitchen and prep station operations |
Manager | Managers who configure products, view reports, and manage the team |
Owner | Business owners with full access including financial data and user management |
Reservations manager | Manages reservations and bookings, including Back Office reservations setup |
Shift leader | Supervises shifts, handles corrections, refunds, and discounts |
Staff | Front-of-house team members who take orders and process payments |
Edit a role's permissions
Permissions are managed per role in the Back Office.
Log into the Tebi Back Office and go to Users & Permissions.
Select the role you want to edit under permissions.
Browse permissions by category, or use the search bar to find a specific permission by keyword.
Toggle individual permissions on or off.
Save your changes.
Changes apply immediately to all users in that role.
Note: You cannot create new user roles. You can only edit the permissions of the default roles.
Reset a role to defaults
If you've customised a role and want to restore its original permissions:
Open the role in Permissions section.
Click Reset to default.
Confirm the reset by clicking on the button "reset to default"
This restores all permissions for that role to the Tebi defaults.
Key constraints
Constraint | Detail |
Back Office only | User role management is not available in the Tebi App |
No new roles | You can edit the default roles but cannot create new ones |
Who can manage roles | Only users with advanced Back Office permissions can edit role permissions |
Email addresses | Can only be added via the Back Office, not the App. |
PIN format | Numeric only |
Account activation | After an Owner creates a user with an email, that user must self-register at live.tebi.co/backoffice with the same address to activate |
Tebi support | Tebi support will never add, edit, or delete users on your behalf |
Basic vs advanced Back Office access
Introduced with user roles and permissions (Release 1.75), Back Office access is split into Basic and Advanced levels to separate day-to-day operational tasks from sensitive financial and administrative controls.
Feature in backoffice | Basic | Advanced |
Home | ✓ | ✓ |
Activity | ✓ | ✓ |
Inbox | ✓ | ✓ |
Reservations (incl. settings) | ✓ | ✓ |
Products (incl. recipes, modifier groups, bundles) | ✓ | ✓ |
Customers | ✓ | ✓ |
Sales (excl. invoices, settings) | ✓ | ✓ |
Purchases | ✓ | ✓ |
Users | ✓ | ✓ |
Account details | ✓ | ✓ |
Refer a friend | ✓ | ✓ |
Banking | — | ✓ |
Users + Permissions | — | ✓ |
Terminals (incl. overview, placing order) | — | ✓ |
Hardware | — | ✓ |
Account (incl. onboarding, details) | — | ✓ |
Default permissions per role
Each role comes with a set of permissions enabled out of the box. The table below shows which features are turned on by default — you can adjust these at any time in the Back Office.
Toggle | Staff / Chef / Reserv. mgr / Assist. mgr | Shift leader | Manager | Owner / Accountant |
Prep station | ✅ | ✅ | ✅ | ✅ |
Cash management | ✅ | ✅ | ✅ | ✅ |
Apply surcharges and gratuities | ✅ | ✅ | ✅ | ✅ |
Use discounts in sales | – | ✅ | ✅ | ✅ |
Create and edit discounts and service charges | – | – | ✅ | ✅ |
Correct a payment | – | ✅ | ✅ | ✅ |
Close sale by marking as bad debt | – | – | ✅ | ✅ |
Remove submitted products from sales | – | ✅ | ✅ | ✅ |
Correct or refund a sale | – | ✅ | ✅ | ✅ |
Reservations and Inbox | ✅ | ✅ | ✅ | ✅ |
View and mark tasks as completed | ✅ | ✅ | ✅ | ✅ |
Create and delete tasks | – | ✅ | ✅ | ✅ |
Customers | – | ✅ | ✅ | ✅ |
Gift cards | – | ✅ | ✅ | ✅ |
Invoices | – | ✅ (send only) | ✅ (send only) | ✅ (full) |
Products, recipes and bundles | – | – | ✅ | ✅ |
Manage supplier payment terms | ✅ (view) | ✅ | ✅ | ✅ |
View dashboard and forecast | – | – | ✅ | ✅ |
View Day Overview | – | – | ✅ | ✅ |
View and manage labor costs | – | – | ✅ | ✅ |
App settings and Back Office access | – | – | ✅ | ✅ |
Advanced Back Office access | – | – | – | ✅ |
Frequently asked questions
Can I create my own custom roles?
No. You can edit the permissions of the default roles, but you cannot create new ones.
Can I give a user access to some days but not others?
Not currently. Permissions are feature-based, not time-based. You can control what a user can see and do, but not restrict access to specific days or date ranges.
What happens to users in a role when I change that role's permissions?
Changes apply immediately to everyone in that role. There is no confirmation step per user.
Can a user have more than one role?
No. Each user has one role at a time.
Who can edit role permissions?
Only users with advanced Back Office access can manage Users + Permissions. Basic Back Office access gives access to the Users section (create/edit users) but not the Permissions editor.
Can I give my accountant access to financial data without making them an Owner?
Yes. Use the Accountant role. It is designed for this and gives access to financial reporting without full Owner-level control.
Is user role management available in the Tebi App?
No. Role permissions are managed in the Back Office only. Users can still be created in the App, but permission editing is Back Office-only.
Can I temporarily give a user access to a feature they don't normally have?
Yes. When a user hits a permission they don't have, a prompt appears. Any user with the required permission can enter their PIN to grant one-time access. The access is revoked automatically when they leave that feature.
I gave a user advanced Back Office access but they still can't see a certain feature. How is that possible?
Advanced Back Office access controls which sections are visible, but the individual feature toggles within those sections are controlled separately per role. Check whether that feature's toggle is enabled under the role's permissions. For example, if a user can't see Insights or Invoices, go to Permissions, open the user role, find invoices or insights and check whether those specific toggles are turned on.