Chefy
AUD

Choose your region

Organization Management

Organizations in Chefy represent your business entity and serve as the top-level container for all your venues, users, and business data. This guide covers how to set up and manage your organization effectively.

Table of Contents

Understanding Organizations

What is an Organization?

An organization in Chefy represents your business structure and contains:

  • Multiple venues (restaurants, kitchens, locations)
  • User accounts and their permissions
  • Organization-wide settings and configurations
  • Shared resources like suppliers and product catalogs
  • Business rules and approval workflows

Organization Hierarchy

Organization (Your Business)
├── Organization Settings
├── Users & Permissions
├── Shared Suppliers
├── Organization-wide Products
└── Venues
    ├── Venue A (Location 1)
    ├── Venue B (Location 2)
    └── Venue C (Location 3)

Organization Setup

Creating a New Organization

  1. Initial Setup

    • Sign up for a new account or sign in
    • Click "Create New Organization"
    • Enter organization details:
      • Organization name
      • Business type/industry
      • Primary contact information
      • Business address

  2. Configure Basic Settings

    • Set default currency
    • Configure timeZone
    • Set up business calendar
    • Define cost calculation preferences

  3. Invite Initial Team Members

    • Add key users and administrators
    • Assign appropriate roles
    • Send invitation emails

Joining an Existing Organization

  1. Receive Invitation

    • Check your email for an organization invitation
    • Click the invitation link

  2. Complete Registration

    • Create your account if new to Chefy
    • Accept the organization invitation
    • Complete your profile setup

  3. Access Organization

    • Sign in to access the organization
    • Familiarize yourself with assigned permissions
    • Complete any required onboarding steps

Organization Settings

General Settings

Organization Profile

  • Organization name and description
  • Business address and contact information
  • Business registration details
  • Logo and branding elements

Regional Settings

  • Primary currency
  • Timezone and locale
  • Date and time formats
  • Units of measure preferences

Business Configuration

  • Fiscal year settings
  • Cost calculation methods
  • Approval workflow preferences
  • Default markup percentages

Access Control Settings

User Roles

  • Define custom roles beyond default permissions
  • Set role-specific access levels
  • Configure approval authorities
  • Manage feature access permissions

Security Settings

  • Password policy requirements
  • Session timeout settings
  • Two-factor authentication options
  • IP address restrictions (if available)

Integration Settings

  • External system connections
  • API access configurations
  • Data synchronization preferences
  • Import/export format settings

User Management

Adding Users

  1. Navigate to User Management

    • Go to Organization Settings
    • Select "Users" or "Team Members"

  2. Invite New Users

    • Click "+ Add New User"
    • Enter email address
    • Select appropriate role
    • Choose venue access permissions
    • Send invitation

  3. Manage Pending Invitations

    • Track invitation status
    • Resend invitations if needed
    • Cancel pending invitations

User Roles and Permissions

Standard Roles:

  • Organization Admin: Full access to all features
  • Venue Manager: Manage specific venues
  • Recipe Developer: Create and edit recipes
  • Inventory Manager: Handle stock and orders
  • View Only: Read-only access to reports

Custom Roles:

  • Create roles for specific business needs
  • Combine permissions from different areas
  • Set venue-specific access levels
  • Configure approval authorities

Managing Existing Users

Edit User Details

  • Update user information
  • Change assigned roles
  • Modify venue access
  • Reset passwords if needed

User Status Management

  • Activate/deactivate users
  • Suspend access temporarily
  • Remove users from organization
  • Transfer user responsibilities

Multi-Organization Management

Switching Between Organizations

If you have access to multiple organizations:

  1. Use the organization selector in the top navigation
  2. Select the organization you want to work with
  3. All subsequent actions apply to the selected organization

Organization-Specific Data

Remember that each organization maintains:

  • Separate user lists
  • Independent venue structures
  • Distinct product catalogs
  • Unique settings and configurations

Data Import/Export

Importing Organization Data

Product Data Upload

  • Bulk import supplier products
  • Upload standard product catalogs
  • Import recipe data from spreadsheets
  • Migrate data from other systems

User Import

  • Bulk invite users via CSV
  • Import user role assignments
  • Transfer data from existing systems

Exporting Organization Data

Data Export Options

  • Export organization structure
  • Generate user reports
  • Extract product catalogs
  • Create data backups

Report Generation

  • Organization-wide cost reports
  • User activity summaries
  • Venue performance comparisons
  • Audit trail exports

Administrative Tasks

Organization Maintenance

Regular Reviews

  • Review user access quarterly
  • Update organization settings as needed
  • Clean up inactive users
  • Verify supplier and product data

Data Cleanup

  • Archive old data periodically
  • Remove duplicate entries
  • Consolidate similar products
  • Update outdated information

Security Audits

  • Review user permissions regularly
  • Monitor access logs
  • Update security settings
  • Ensure compliance requirements

Troubleshooting Common Issues

User Access Problems

  • Verify user roles and permissions
  • Check venue access assignments
  • Confirm organization membership
  • Review security restrictions

Data Inconsistencies

  • Check import/export logs
  • Verify data format compliance
  • Review error messages
  • Contact support for complex issues

Best Practices

Organization Structure

Planning Your Hierarchy

  • Design venue structure before setup
  • Consider future expansion needs
  • Plan for seasonal locations
  • Account for different business units

User Management Strategy

  • Define roles before adding users
  • Use principle of least privilege
  • Regular access reviews
  • Clear role documentation

Data Management

Consistency Standards

  • Establish naming conventions
  • Define product categorization
  • Standardize units of measure
  • Create data entry guidelines

Change Management

  • Document configuration changes
  • Test settings in development first
  • Communicate changes to users
  • Maintain change logs

Security Considerations

Access Control

  • Regular permission audits
  • Secure invitation processes
  • Monitor user activity
  • Implement approval workflows

Data Protection

  • Regular data backups
  • Secure data handling procedures
  • Compliance with regulations
  • Incident response planning

Workflow Examples

Setting Up a New Multi-Location Business

  1. Create Organization

    • Set up organization with headquarters address
    • Configure business-wide settings
    • Establish user roles and permissions

  2. Add Locations

    • Create venues for each location
    • Configure location-specific settings
    • Assign local managers

  3. Standardize Operations

    • Create organization-wide product catalogs
    • Establish shared supplier relationships
    • Implement consistent approval workflows

Expanding an Existing Organization

  1. Plan Expansion

    • Review current organization structure
    • Identify new venue requirements
    • Plan user access and roles

  2. Add New Venues

    • Create venues with appropriate settings
    • Copy successful configurations
    • Adapt to local requirements

  3. Integrate Operations

    • Share relevant recipes and products
    • Establish reporting relationships
    • Monitor integration success

Integration with Other Features

Venue Management

  • Organizations contain and manage venues
  • Venue settings inherit from organization defaults
  • Cross-venue reporting and analysis

User Permissions

  • Organization-level permissions override venue permissions
  • Role assignments affect all venue access
  • Administrative functions require organization permissions

Data Sharing

  • Organization-wide supplier catalogs
  • Shared standard products across venues
  • Centralized reporting and analytics

Getting Help

Common Questions

  • How do I add a new venue to my organization?
  • Can I change organization settings after setup?
  • How do I transfer ownership of an organization?
  • What happens to data when users leave?

Support Resources

  • Contact your organization administrator
  • Reference the User Management guide
  • Check the Troubleshooting section
  • Submit support tickets for technical issues