User Management, located within the Otter Dashboard Settings, allows you to create, edit, and manage users for your organization's Otter account.
You can assign roles (permissions) to each user to limit or expand their account access, as well as assign specific location and brand access.
Only "Admin" roles can access the User Management section within the Otter Dashboard.
User Roles & Permissions
What is a User?
A User is a specific individual who uses an Otter product. A user may be an Admin, who can access the Otter Dashboard; a Cashier, who has limited access to Otter POS; or a Supervisor, who can access all apps on the Otter POS and has limited access to the Otter Dashboard.
No. The user role determines what software a user can access. For example, a Cashier user can access Otter POS, but does not have access to the Otter Dashboard.
User Roles
A user's Role determines the permissions they have and the operations they can perform, either in the Otter Dashboard or on an Otter device. See below to learn more about each user role and the related permissions.
Admin Role
The Admin role grants access to the Otter Dashboard for the organization and all products included in your package. Admins can manage users within their organization.
- Login Type: Username & Password
- Otter Dashboard Access: Yes
- Device Access (POS/Tablet/Kiosk): No
Billing Admin Role
The Billing Admin role allows users to manage payment methods, view invoices, make payments, and view subscriptions within the Otter Dashboard. This role is typically given in partnership with the Admin role, but may not be applicable for all Admins within an organization.
- Login Type: Username & Password
- Otter Dashboard Access: Yes
- Device Access (POS/Tablet/Kiosk): No
Brand and Location Manager Role
The Brand & Location Manager is a modified version of Admin that allows users to access the Otter Dashboard but only view and edit data for specific brands and locations within the organization.
- Login Type: Username & Password
- Otter Dashboard Access: Yes
- Device Access (POS/Tablet/Kiosk): No
Supervisor Role
Supervisors are similar to cashiers, but are given access to approve certain tasks, such as opening a cash drawer or applying discounts. This role also provides access to the Otter Dashboard.
- Login Type: Username & Password and Pin Code
- Otter Dashboard Access: Yes
- Device Access (POS/Tablet/Kiosk): Yes
Cashier Role
This role provides access to Otter POS and the Orders app. Cashiers can process orders and accept payments, but may not be able to apply discounts or open a cash drawer without a supervisor user.
- Login Type: Pin Code
- Otter Dashboard Access: No
- Device Access (POS/Tablet/Kiosk): Yes
Kiosk Device Role
The Kiosk Device role is intended for assignment to Kiosk device accounts, allowing Kiosks to authenticate for functions such as listing stores, menus, and placing orders.
- Login Type: Username & Password
- Otter Dashboard Access: No
- Device Access (POS/Tablet/Kiosk): Yes
Order Manager Role
Provides location-specific access to the Order Manager (https://app.tryotter.com/) where individuals can manage live orders, connect printers, 86 items, view end-of-day reporting, and order history. Access is driven on a location basis and can display orders from multiple stores and brands that are located at the same physical address.
- Login Type: Email & Password
- Otter Dashboard Access: No
- Device Access (POS/Tablet/Kiosk): Yes
Courier Role
Provides access to the Courier App (CAS), allowing users to deliver orders on behalf of your organization. Ensure that a phone number is added to this user role so the courier can receive SMS messages.
- Login Type: Username & Password
- Otter Dashboard Access: No
- Device Access (POS/Tablet/Kiosk): No
Dispatcher Role
Any existing user can be assigned the Dispatcher role, granting them the necessary permissions to manage couriers and send them to fulfill orders.
- Login Type: Username & Password
- Otter Dashboard Access: No
- Device Access (POS/Tablet/Kiosk): No
User Statuses
A user status represents the status of a particular user of Otter. This status indicates whether a user has verified their email address with Otter.
| User Status | Description |
|---|---|
| Active | User has accepted the email verification and created a username and password. |
| Pending | User has not accepted their email verification. |
| Deactivated |
This user is disabled and cannot log in, but has not been deleted from the system. This can be used to ensure an employee does not log in to Otter without removing their information completely. |
Adding a User
Users can be added within the Otter Dashboard Settings and are assigned a role, along with associated permissions, as well as brands and locations. A user can also be assigned to multiple roles, brands, and locations. For example, a user may be assigned the “Admin” and “Billing Admin” roles to expand their permissions and access to account information.
Only "Admin" roles can access the User Management section within the Otter Dashboard.
Step Process Image 1 Log in to the Otter Dashboard. 2 Click on the Profile icon and select [Settings]. 3 Click [User Management] in the left-side navigation menu and select [Users]. 4 On this page, you will see all users that have been created for your Otter account.
You can search for users by name or email and filter them by Role or Status.
To add a new user, select [Add User].5 Add the user's information and select [Next]. 6 Assign the location access to the user. You can select one or more locations.
Select [Next] to move on.
7 Assign the brand access to the user. You can select one or more locations.
Select [Next] to move on.
8 Confirm the user details are accurate and select [Invite user].
Once you've invited the user, they will receive an email invitation to verify their email address and create a password to log in to their account.
9 The email invitation was successfully sent!
It may take about 5 minutes for the user to receive the email.
Select [Done] to move on.
User invitation sent
User email invitation
10 The new user will now appear in the user list with a Pending status.
Once the user validates their email address and creates a password using the emailed invitation, the status will change to Active .
Pending user
New user passwod creation via link in email invitation
11 If you're creating a Supervisor or Cashier user, you will need to add a Pin Code for the user to log in to the POS device.
Click the three vertical dots to the right of the user, and select [Details & edit].
12 In the [Passcode] field, add a unique pin code for the user and select the checkmark to save.
If you need to edit any of the user details, you can do so here.Once you're done, select the [X] in the top-right corner to return to the Users list.
Learn more about adding additional roles and permissions for a user in the section Editing User Details and Roles.13 The user is now fully set up!
If the user did not receive their Otter user invitation to verify & create their account, you can resend the invitation by following the steps in Editing User Details and Roles.
Editing User Details and Roles
Within the user details, you can manage the following information for a user:
- Personal Information
- Passcode
- Roles (user permissions)
- Access to Brands & Locations
- Resend User Invitation
- Delete User
Follow the steps below to learn how to edit user details:
Step Process Image 1 Log in to the Otter Dashboard. 2 Click on the Profile icon and select [Settings]. 3 Click [User Management] in the left-side navigation menu and select [Users]. 4 Click the three vertical dots to the right of the user, and select [Details & edit]. 5 Edit the user's personal information by clicking the Pencil icon to the right of the field.
To save changes, click the checkmark icon.
6 In the Roles and permissions section, you can: - Add additional roles to expand user permissions by selecting [Add a role]
- View or edit the brand & location access assigned to the user's role by selecting [View and edit]
- Remove roles (permissions) that are assigned to a user by selecting [Remove this role]
7 To delete a user, select [Delete user] at the bottom of the user details pop-up. 8 To resend a user invitation, select [Resend invitation] at the bottom of the user details pop-up.
This email invitation allows a user to verify their email address and create a password to log in to their account.
FAQs
- First, verify that the email address is spelled correctly within the user details. User emails can be edited at any time by selecting the pencil icon to the right of the Email field.
Once the email is correct, you can send the user a new invitation by selecting [Resend invitation] at the bottom of the user details.
Refer to Editing User Details and Roles for instructions on editing user details and resending a user invitation.It may take about 5 minutes for the user to receive the email invitation. Be sure to check the spam folder as well.
- First, you will need to determine what the user will be doing within Otter and what permissions or access they will need to be granted to complete their tasks.
Review the User Roles section to learn more about each role to help you decide which role is the best fit for the user.
You can also access role descriptions within Otter Dashboard by navigating to [User Management] > [Roles] in the Settings navigation menu.
- The user's pin code must be set in order to access the Otter POS. Check to ensure that a four-digit pin code has been set in the user details [Passcode] field.
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