Adding Staff Members
Get your team up and running in OKeep. This quick start guide walks you through inviting your first staff members and assigning them the right roles.
Only Owners and Admins can invite new team members. If you do not see the Invite Member button, ask your account Owner to send invites or upgrade your role.
Understanding Roles
OKeep has six roles, each with a different level of access. Pick the one that matches what each person needs to do:
| Role | Best for | What they can do |
|---|---|---|
| Owner | Business owner | Everything -- full control of settings, billing, team, and all features |
| Admin | Trusted co-managers | Same as Owner (except they cannot manage other Owners) |
| Manager | Shift leads, supervisors | View orders, menu, vouchers, reports, and team -- but cannot change settings |
| Kitchen | Kitchen staff | Kitchen display only -- view and update order statuses |
| Waiter | Front-of-house staff | View orders, update statuses, see printers, and chat with customers |
| Support | Customer support | View chat messages and order history |
It is safer to assign a more restrictive role first (like Waiter or Kitchen) and upgrade later if needed. You can change anyone's role at any time.
Sending Your First Invite
- Open Settings in the CRM sidebar
- Click Team Management
- Click the Invite Member button at the top right
- Enter the person's email address
- Select a role from the dropdown
- Click Send Invite
A pending invite appears immediately with a unique link and QR code.
Sharing the Invite
Once an invite is created, you have two ways to share it with your new team member.
Option A: Copy the Link
- Find the invite in the Pending Invites section
- Click the Copy Link button
- Send the link however you prefer -- text message, email, or any messaging app
Option B: Share a QR Code
This is the fastest option when onboarding staff in person.
- Find the invite in the Pending Invites section
- Click the QR Code button to open the QR code modal
- The staff member scans the code with their phone camera
- Alternatively, click Download as PNG to save the QR image and print it or send it later
Inside the QR code modal, you can change the Foreground and Background colors to match your brand before downloading.
What Happens When Someone Accepts
When your team member opens the invite link (or scans the QR code), the process is automatic:
- They see a page showing your business name, the role you assigned, and who invited them
- They click Login to Accept
- They log in with an existing account or create a new one
- The invite is claimed automatically after login
- They are redirected to the CRM dashboard with their role active
The new member will appear in your Team Management list right away.
If the person does not have an OKeep account yet, they will create one during the login step. No separate sign-up is needed -- the invite handles everything.
What If an Invite Expires?
Invites have an expiration date, shown in the Pending Invites section. If someone does not accept in time:
- The link and QR code stop working
- The invite disappears from your pending list
- You will need to send a new invite
You can also cancel any pending invite at any time by clicking the Cancel button next to it.
Quick Permission Reference
Here is a simplified view of what each role can access:
| Feature | Owner / Admin | Manager | Kitchen | Waiter | Support |
|---|---|---|---|---|---|
| Order dashboards | Yes | Yes | Yes | Yes | -- |
| Update order status | Yes | Yes | Yes | Yes | -- |
| View menu and vouchers | Yes | Yes | -- | -- | -- |
| Edit menu and vouchers | Yes | -- | -- | -- | -- |
| View reports | Yes | Yes | -- | -- | -- |
| Customer chat | Yes | Yes | -- | Yes | Yes |
| Team management | Yes | -- | -- | -- | -- |
| Settings and billing | Yes | -- | -- | -- | -- |
Role Hierarchy
Roles follow a strict hierarchy: Owner > Admin > Manager > Kitchen / Waiter / Support.
This means:
- You can only assign roles at your level or below
- You cannot change the role of someone above you
- You cannot remove someone with a higher role than yours
- You cannot change your own role -- another team member with sufficient access must do it for you
Recommended Setup for a Typical Restaurant
Here is a practical starting point for a small to mid-size team:
- 1 Owner -- the business owner or primary manager
- 1 Admin -- a trusted co-manager who can handle everything if the owner is unavailable
- 1--2 Managers -- shift supervisors who need visibility into orders, menu, and reports
- Kitchen staff as Kitchen -- they only need the kitchen display
- Front-of-house staff as Waiter -- they need to see orders and interact with customers
- Do not share invite links publicly -- each invite grants access to your business data
- Remove team members promptly when they leave your team
- Review your team list regularly in Settings > Team Management
Next Steps
- Need to change a role or remove someone? See the full Team Management guide for details on editing roles, removing members, and cancelling invites.
- Ready to set up your ordering stations? Head to QR Codes to create table codes for customers.
- Want to customize your order views? Check out Setting Up Dashboards.