There are two ways into CrewByte, and which one somebody needs depends on what device they use — not on how senior they are.
Getting this right early makes the difference between the team actually using the system and it becoming “the manager’s tablet in the office”.
1. Email and password (personal devices)
Use this method for anyone who has their own phone or uses a computer: owners, managers, head chefs, sous chefs, and supervisors.
Go to Team → Invite, enter their email address, choose a role, and assign the site(s) they should see. They will receive an email with a secure link to set their own password.
Key points:
- The invitation link is single-use and expires after a short time for security.
- If someone says the link does not work, do not resend the old one. Revoke it and send a fresh invitation.
- They can reset their own password later using the “Forgot password” link on the login screen.
This method gives them full access according to their role and lets them receive email notifications if you turn those on.
2. PIN on a shared tablet
Use this method for floor staff who will complete checks on a tablet that stays in the kitchen or by the pass.
Open the person’s record in Team, set a four-digit PIN, and save. On the tablet they simply tap their name and enter the PIN.
Important details:
- PIN sign-in is limited to the specific site the tablet is registered to.
- It is rate-limited per device to prevent guessing.
- A person signed in by PIN is never shown the “Are you running today’s shift?” prompt. On a shared tablet that question would otherwise appear many times during a service.
- PINs can be changed or removed at any time by a Manager or Owner.
Most sites end up with a mix: managers on email/password, and the rest of the team on PINs.
Choosing the right role
CrewByte comes with three built-in roles that cover the majority of operations:
- Owner — Full access to everything, including billing, roles, and organisation settings. We strongly recommend having at least two Owners so you are never locked out if one person leaves.
- Manager — Day-to-day control of the site. Can manage checklists, training, mock audits, reports, issues, and the team. Cannot change billing or organisation-level settings.
- Team member — Can complete checks, log temperatures, raise issues, and view their own assigned sites. Cannot edit templates or see other people’s data.
If none of these quite fit the way you work, you can create your own roles with custom permissions. See the guide on custom roles.
Practical tips for adding your team
- Start with only the people who will use the system in the next 7 days. You can always add more later.
- When inviting by email, double-check the spelling of the address — a mistyped email means the invitation never arrives.
- For shared tablets, write the PINs down somewhere secure for the first few days until everyone remembers them.
- After the first shift, ask the team whether the sign-in method felt quick or awkward and adjust if needed.
- Remove access immediately when someone leaves. Go to their Team record and either deactivate the account or remove their site access.
If you are unsure which method or role to give someone, start them as a Team member on a PIN. You can always promote them and switch them to email login later.
Once your first few people are in and have completed a real checklist, adding the rest of the team becomes much easier because you already know what works on the floor.