User Management

Overview

User Management, located within the Otter Dashboard Settings, allows you to do the following for your organization’s Otter account:

Create & invite users
Edit & manage users
Assign user roles
Create custom user roles

You can assign default or create custom roles (permissions) for each user to limit or expand their account access, as well as assign specific location and brand access.

User Management Access
Only Admin roles can access the User Management section within the Otter Dashboard.

User Roles & Permissions

System Users

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.

Can all Users access 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, but do not receive email invoices.

Login Type: Username & Password
Access Level: Organization
Otter Dashboard Access: Yes
Device Access (POS/Tablet/Kiosk): No

Accountant

The Accountant role allows users to manage payment methods, view invoices, make payments, receive email invoices, 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
Access Level: Organization
Otter Dashboard Access: Yes
Device Access (POS/Tablet/Kiosk): No

Analyst

The Analyst role allows users to view performance data via the Analytics app. It has read-only permissions in Otter Dashboard.

Login Type: Username & Password
Access Level: Organization, Brand, or Location
Otter Dashboard Access: Yes
Device Access (POS/Tablet/Kiosk): No

Manager Role

The 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
Access Level: Organization, Brand, or Location
Otter Dashboard Access: Yes
Device Access (POS/Tablet/Kiosk): No

Shift Supervisor Role

Shift Supervisors are similar to cashiers, but are also 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
Access Level: Location
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 shift supervisor user.

Login Type: Pin Code
Access Level: Location
Otter Dashboard Access: No
Device Access (POS/Tablet/Kiosk): Yes

Cook Role

Provides location-specific access to the Order Manager 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
Access Level: Location
Otter Dashboard Access: No
Device Access (POS/Tablet/Kiosk): Yes

Cook (Restricted)

Provides location-specific access to the Order Manager with limited access. Users with this role only have the ability to connect printers, view end of day reporting, and view orders. 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
Access Level: Location
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

Custom Roles
If none of the available roles fit your organizational needs, Admins can create custom roles. You can take a standard role and adjust the system accesses to create a role that works for your business.

Learn more about custom roles below.

Creating a Custom Role

Within the Roles tab, Admins can create custom roles. By choosing an existing role as a base, you’ll be able to add or subtract permissions of that existing role to fit your business’ needs.

Follow the steps below to learn how to create a Custom Role.

Step	Process	Image
1	From the Otter Dashboard, click on the Profile icon and select [Settings].
2	Click the User Management tab on the left-side. Select Roles.
3	Click [+ Add a custom role].
4	Fill in the required fields: Role’s Name: select a descriptive name Select a base role to start: pick a system role that has the most similar permissions to your target configuration Description for this role: enter a short description (this text will display on the roles page moving forward) Click [Next].
5	The next screen will show all the default permissions for the Cook base role. Click the edit button to add access to any apps within Otter Dashboard. Full Access Bulk Action If you want to add full access to all apps within Otter Dashboard, you can click Quick Action to enable all apps in the Otter Dashboard for a custom role in a single click.
6	In the Edit window for a given app, you will see a list of eligible features in each app. Check the box next to the feature you would like to enable for this custom role. Click [Save].
7	Click [Save] once edits are complete. You will then see an updated view highlighting which features are turned ON for the new custom role.

Editing a Custom Role

Once you have created a custom role, the name, description, and permissions of that role can be adjusted or changed.

Learn how to edit custom role name, description, and/or permissions below.

Edit Custom Role Name/Description

To edit the name and/or description for a custom role:
- Go to the Settings page > Roles tab
- Click the 3 dots next to the custom role
- Select Rename/Edit description
- Make edits and click [Save] to confirm
Edit Custom Role Permissions

To edit the permissions for a custom role:
- Go to the Settings page > Roles tab
- Click on the custom role to edit
- Click [Edit] next to permissions listed to adjust
- Edit permission and click [Save] to confirm
- Exit or back out of role permissions once finished— saves are automatically made

Need help editing or creating a role?
If you need assistance editing an existing role or creating a custom role, please reach out to your account manager for help.

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.

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 “Accountant” roles to expand their permissions and access to account information.

User Management Access
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!

Resend Invite

If the user did not receive their Otter user invitation to verify & create their account, you can resend the invitation. Follow the steps below to resend the email invitation.

1. Click 3 dots next to their name (showing as Pending)
2. Click Details & edit
3. Click [Resend Invitation]

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 the different user details:

Step	Process	Image
1	From the Otter Dashboard, click on the Profile icon and select [Settings].
2	Click the User Management tab on the left-side. Select Users.
3	Click the three dots next to the user to edit. Select Details & edit.
4	Click the pencil icon next to the Personal information field you’d like to edit.
5	Type to update field. Click the check mark to confirm the update.
6	X out of the User edit window if no other edits are needed.

Step	Process	Image
1	From the Otter Dashboard, click on the Profile icon and select [Settings].
2	Click the User Management tab on the left-side. Select Users.
3	Click the three dots next to the user to edit. Select Details & edit.
4	Click [+ Add a role] to add an additional role to the selected user.
5	Select role from drop-down list. Click [Next].
6	Select Location(s) and click [Save].
7	Role added will show under Roles and permissions section. X out of the User edit window if no other edits are needed.

Step	Process	Image
1	From the Otter Dashboard, click on the Profile icon and select [Settings].
2	Click the User Management tab on the left-side. Select Users.
3	Click the three dots next to the user to edit. Select Details & edit.
4	Click [Remove this role] to delete the role from select user.
5	Click [Remove role] to confirm.
6	Existing role assignment will show under Roles and permissions section. X out of the User edit window if no other edits are needed.

Step	Process	Image
1	From the Otter Dashboard, click on the Profile icon and select [Settings].
2	Click the User Management tab on the left-side. Select Users.
3	Click the three dots next to the user to edit. Select Details & edit.
4	Click [View and edit].
5	Click [Edit] next to Brand Access or Location Access to make changes.
6	Select locations or brands to add to user permission. Click [Save].	Location Selection Brand Selection
7	Newly added locations and/brands will show under Brand Access or Location Access.
8	X out of the User edit window if no other edits are needed.

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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Updated November 07, 2025 21:49