About users

Learn how to create secondary users for your team, and configure access levels so you can control what they can see.


In Craftybase, you can configure multiple users to enable your team to add and view data to your account.


In this article:

Finding your Users List

To find your Users list:

  1. Hover your mouse over the Settings icon.

  2. Select the "Users" option from the menu that appears.

Admin Users

When an account is created, the email address provided is used to create the Admin User. This user has full edit access to the account and can also add, edit, and remove secondary users.

Secondary Users

The admin user can add secondary users if required. A secondary user can view and use all areas of Craftybase, apart from the following areas:

  • Account Settings
  • Subscription details (changing plans, subscribing, and canceling your account)
  • Invoice Settings
  • Managing users
  • Managing Integrations
  • Pricing tier management
  • Quantity type management
  • Category management

In this section:


Adding a secondary user

To add a new secondary user to your account:

  1. Navigate to your Users list. (How do I find my Users List?)
  2. Click on the Add User button in the top right corner.
  3. On the form that appears, enter the name and email address of the user you wish to invite to join your account.
  4. Set any user permissions you would like to apply for the user.
  5. Click the Invite button and an invitation email will be sent to the email address for the user to confirm
  6. This user will appear in your users list as Pending until the user confirms the invite. 

The user must follow the instructions outlined in the Invitation email to fully activate their account before they can access the system.

Changing User Details

To edit the user details:

  1. Navigate to your Users list. (How do I find my Users List?)
  2. Hover over the ⋮ icon next to the user name you wish to change the details for.
  3. On the form that appears, change the details as required
  4. Click the Save button.

The Admin can modify the following details for secondary users and for themselves: Name, Email Address, View Access, and Role.

Removing a secondary user

To delete a secondary user:

  1. Navigate to your Users list. (How do I find my Users List?)
  2. Click the trash icon next to the user you wish to remove.

Resending an invite to a secondary user

To resend an invite to a secondary user you have already invited to join your account:

  1. Navigate to your Users list. (How do I find my Users List?)
  2. Click on the Reinvite button next to a user in your users list. A new invitation link will be generated and sent to the user. 

User Roles

A user can be an admin, an editor, or a viewer. Editor and viewer roles can only be set on eligible plans - by default, all users are set as Editors.

Admin: Admin users can view and edit all areas and features of Craftybase. 

Editor: Editor users can modify data they have access to.

Viewer: Viewer users have no ability to change data.

User Access settings

On eligible plans, you can also configure more fine-grained access to views for your secondary users - this is useful if you'd like to add a user that you would prefer not to see more business-sensitive areas like profitability breakdowns or pricing margins.

Details on the access permission settings available are below:

View Customer Details: when switched off, this prevents the user from viewing customer PII on orders and customer pages, as well as reports relating to customers (Customers by Revenue, Customers by Frequency)

View Reporting: Switching this setting off hides all high-level reports across Craftybase. This includes the Reports tab, the graphical charts at the top of your Orders and Expenses pages, and all reporting sections of your Overview page.

View Integrations

When this checkbox is selected, a user will be able to:

  • View the integrations list for the account
  • Select and view an integration (including import history)
  • Run a manual import for the integration

Note: admin level access is still required for connecting, removing or re-authenticating integrations.

View Product Pricing: when switched off, this prevents the user from seeing the default prices for products and variations, pricing guidance for products and variations, and reports relating to pricing (Product Adjustment Report, Most Popular Products, Top Revenue Generators, Product Pricelist)

View Profitability: when switched off, this prevents the user from seeing the profitability breakdown on products and orders, as well as reports relating to profitability (Orders Margin Report)

Material Costs: when switched off, this prevents the user seeing recipe costs, material unit costs and expense totals.

Order Totals: when switched off, this prevents the user from seeing the totals of orders, as well as reports relating to order totals. This setting also switches off the ability to see and download invoices.

User troubleshooting


My secondary user cannot log in

Ensure that your secondary user has received and followed the steps to activate their account.

If the account is activated and they still cannot log in, ask them to reset their password.


My secondary user has not received the invitation email

If your secondary user has not received the invitation email:

  1. Ask your secondary user to check spam to see if the email has been filed here by mistake
  2. Ensure that the secondary user has not signed up for a Craftybase account directly (as this will reserve the email address for the standalone account)
  3. Resend the invite to the secondary user
  4. Contact our support team to help with further troubleshooting.

For security reasons, the user invitation link will only be active for 48 hours and will no longer be usable after this time. Send a new invite to the secondary user, which will generate a new activation link for the user.


Users FAQ

What should I do once I receive my Invitation Email?

  1. Once you receive your email, click on the link inside to create your account.
  2. You will first be taken to a page to set a password for your account. Ensure you remember this password, as you will need to log in to Craftybase in the future.
  3. Once your password has been set, you should now have full access to the shared account.

Can I change a user to an admin in Craftybase?

Craftybase only allows one admin user per account, so it’s not possible to assign admin rights to an additional user. If you need to transfer admin access to another person, the current admin will need to update the account's login email to the new user's email address. This effectively grants them full admin access.

You can follow the steps to edit user details here.

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