What are user groups?
Tebi's user groups let you control exactly what each team member can do. Every user in your ledger belongs to a group, and each group has its own set of permissions.
With user groups 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 group to match how your team is actually structured.
Reset any group back to its default permissions at any time.
User groups are managed in the Tebi Back Office only.
Note: Only users with advanced Back Office access can manage these settings.
The default groups
Tebi provides nine default groups. Groups are sorted alphabetically in the Back Office.
Group | 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 |
How to edit a group's permissions
Permissions are managed per group 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 group.
Note: You cannot create new user groups. You can only edit the permissions of the default groups.
How to reset a group to defaults
If you've customised a group 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 group to the Tebi defaults.
Key constraints
Constraint | Detail |
Back Office only | User group management is not available in the Tebi App |
No new groups | You can edit the default groups but cannot create new ones |
Who can manage groups | Only users with advanced Back Office permissions can edit group 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
Some groups receive basic Back Office access, others receive advanced. The table below shows what's included in each.
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 group
Each group 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 groups?
No. You can edit the permissions of the default groups, 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 group when I change that group's permissions?
Changes apply immediately to everyone in that group. There is no confirmation step per user.
Can a user be in more than one group?
No. Each user belongs to one group at a time.
Who can edit group 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 group. It is designed for this and gives access to financial reporting without full Owner-level control.
Is user group management available in the Tebi App?
No. Group 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 group. Check whether that feature's toggle is enabled under the group's permissions. For example, if a user can't see Insights or Invoices, go to Permissions, open the user group / role, find invoices or insights and check whether those specific toggles are turned on.