Inviting your team & staff logins

What it is

Everyone who signs in to your venue's NexDine workspace gets there the same way: an owner or manager invites them by email address, picks a role, and NexDine emails them a private link. They follow it, set their own password, and they are in.

You never create or hand out passwords yourself. Staff choose their own, and you never see them.

What problem it solves

Shared logins are how venues lose control of their data. One "manager" account passed around the office means the audit log cannot tell you who voided that order, an ex-employee still has access on the day they walk out, and every person who signs in can see payroll whether they should or not.

Individual invitations with roles fix all three at once. Each person is their own account, each account sees only what their job needs, and access ends the moment you remove them.

How it works

Inviting someone

1. Go to Team in your admin (/your-venue/admin/team). You will need the invite permission — owners and managers have it by default.

2. Select Invite member. There are only two things to fill in:

   • Email address — the address the invitation is sent to. This becomes their sign-in address.
   • Role — what they will be able to see and do. This is the important one; see the roles below.

3. NexDine emails them an invitation link that is valid for seven days.

4. The invitation appears on your Team page as Pending until they accept it. The page also counts your total team, active members, pending invitations and new members this month.

You can only grant a role you personally hold every permission for. An owner can invite anyone; a manager can invite roles below manager. This is deliberate — nobody can invite someone more powerful than themselves.

What the invited person does

1. They open the email and select the link, which takes them to the accept-invitation page. It shows the venue name, their email and the role they have been offered.

2. They create their own password — at least eight characters — and confirm it.

3. They select Create account and join, and they are signed in immediately. There is no separate confirmation email and no waiting.

4. From then on they sign in at /login like everyone else.

If they already have a NexDine account on that same email address, they simply select Accept invitation while signed in. The email address on the invitation has to match the account they are signed in as.

Choosing the right role

Roles are the whole point of inviting people individually. NexDine ships with roles for the common venue jobs:

• Owner — everything in the workspace.
• Manager — the general manager's role: all operations, and can invite staff into roles below their own.
• Floor manager — floor operations and reservations.
• Chef — kitchen, recipes, prep, waste and allergen controls.
• Catering manager — catering enquiries, quotes and events.
• Accountant — reads finance and exports payroll.
• Marketing — website content, journal and campaigns.
• Receptionist — reservations and walk-ins.
• Waiter — service, takeaway and ordering.
• Barista — bar and point of sale.
• Kitchen staff — the kitchen display only.
• Takeaway staff — the takeaway counter and phone orders.
• Read only — look but do not touch, for auditors and accountants who only need visibility.

You can switch off any system role you do not want offered, and build custom roles by ticking individual permissions grouped into plain domains — menu and kitchen, orders and service, finance, people, marketing, insights, admin. Duplicating an existing role is the quickest way to start from something close. Custom roles are managed in workspace settings and appear in the invite picker alongside the system roles.

Team access and employee records are two different things

This catches people out, so it is worth being clear:

• Inviting someone to the team gives them a login and a role. That is this page.
• Adding an employee in the labour section gives them a roster presence — a PIN, an hourly rate, a department, shifts and timesheets.

They are linked but not the same, and the order matters: a person must accept their invitation before you can add them as an employee, because the employee record attaches to their user account. Invite first, have them accept, then add them to the roster.

A cook who works shifts but never signs in to the admin still needs an invitation — give them the kitchen staff role, or a custom role with just what they need.

Removing access

Two different actions, both on the Team page:

• Revoke a pending invitation if you invited the wrong address or changed your mind. The link stops working.
• Remove an active member when someone leaves. Their access is suspended immediately, and they can no longer sign in. Their history stays in the audit log and their past work stays attached to them, because deleting a person would put holes in your records.

You cannot remove yourself, which stops a workspace being left with nobody who can administer it.

If the invitation email does not arrive

Ask them to check their spam folder first. If it genuinely has not arrived, invite the same email address again — this issues a fresh link. Invitation links are stored one-way for security, so nobody, including NexDine, can retrieve or re-send the original link. Tell them to use the most recent email if they end up with more than one.

Sending invitations requires your workspace email to be configured. If it is not, the invitation is still created but no email goes out — check your sending domain in workspace settings.

Everything inside the system

• Email invitations with a seven-day expiry and one-way stored links.
• Staff set their own passwords; administrators never see or issue them.
• Fifteen ready-made roles covering the common venue jobs, each switchable on or off.
• Custom roles built from individual permissions, with duplication to start from a close match.
• A guard that stops anyone granting a role more powerful than their own.
• Pending, accepted, expired and revoked invitation states visible on the Team page.
• Immediate suspension when a member is removed, with their audit history preserved.
• Multi-factor authentication enforcement and step-up checks for sensitive actions, set in workspace settings.

Team access is built into NexDine — there is no separate identity provider or user-management product to buy. Invitation emails send through your configured sending domain, so they arrive as your venue rather than as a platform.