How to Give Your Kitchen Staff Their Own Accounts and Roles

Invite up to 6 staff, give each a role — manager, chef/cook or front of house — and see who logged what. Cooks never see prices. Step by step.

By Ali Akroun, Executive Chef & FounderPublished 23 October 2026 5 min read

Read in: Français · العربية

How to Give Your Kitchen Staff Their Own Accounts and Roles — Photo: Amar Preciado / Pexels

A kitchen is a team. The manager checks the costs, the cooks follow the recipes and log the fridge temperatures, the front of house answers guests' allergy questions. When everyone shares one login, you cannot tell who logged what, and everyone sees everything — including your prices and margins.

Staff accounts in AKROUN FOOD AI give each person their own sign-in to your kitchen. They work on your recipes, food-safety logs, waste and menus, and each one sees only what their role allows.

Staff accounts are part of the Chef Pro plan, with 6 staff included (you, the owner, are not counted). You find them in the menu under Track → Team.

The three roles

Role	What they can open	Prices and costs
Manager	Recipes (and editing them), food safety and audits, stock and supplier invoices, menus, waste, menu costs, daily P&L, menu engineering	Yes
Chef / Cook	Recipes to read, cooking mode, nutrition and shelf-life labels, temperature, cooling, delivery and cleaning checks, waste	Never
Front of house	Menus with calories and allergens, the QR menu, recipes to read, food-safety checks, waste	Never

Only you, the owner, can invite people, change roles or remove someone. Prices and costs are removed before anything is sent to a cook or front of house: they are not just hidden on the screen.

Step by step

1. Invite a staff member

Open Team. Under Invite a staff member, enter Their email and choose a Role. The text under the role says exactly what that person will be able to open. Press Send invitation.

The Team page: the invite form with the email and the role, and the invitation ready to share

The invitation is emailed to them. You also get the link, so you can send it yourself on WhatsApp or by text: press Copy link. The link works for 7 days, and only for the email address you invited. Until they accept, the invitation is listed under Waiting to accept, where Cancel invitation stops the link at once.

2. Your staff member accepts

They open the link and see who invited them and as what. If they already have an account, they press Sign in to accept; if not, Create an account — with the same email address you invited. Then they press Join the kitchen.

The invitation as the staff member sees it: who invited them, the role, and the buttons to sign in or create an account

3. What your staff see

A staff member does not see your whole app. Their home page is your kitchen, with only the tools their role allows. A cook, for example, sees the recipes, the food database, food safety and the waste log.

A cook's kitchen home: only the recipes, the food database, food safety and the waste log

It works the same on a phone, so the cook can log a fridge temperature or a waste entry right there in the kitchen.

The kitchen home on a cook's phone

A cook opens a recipe to cook from it: the ingredients, the method, the allergens, Start cooking and the timer. There is no edit button, no delete button and no price or plate cost.

A recipe as a cook sees it: everything needed to cook it, with no price, no cost and no edit button

4. See who logged what

Every temperature check, cooling log, delivery check, cleaning task and waste entry records the person who logged it. In the waste log you see "by Marco Rossi" under the item, with the cost — the cook who logged it does not see that cost.

The owner's waste log: each entry with its cost, and who logged it

5. Manage your team

Under Staff you see each person with their email, when they joined and when they were last active. Change someone's role in the list, or press Remove — it applies on their very next tap. Their own account stays; they simply no longer reach your kitchen.

The Team page: three staff with their roles and last activity, one invitation waiting to be accepted, and the invite form

What each role can open sums up the three roles at the bottom of the page, so you can check before you choose.

What each role can open: Manager, Chef / Cook and Front of house

When all 6 places are used — staff plus invitations waiting — remove someone or cancel an invitation to invite another person. A staff member can also leave your kitchen from their own Team page with Leave this kitchen.

Good habits

Give each person their own account. Shared logins hide who did what.
Choose the smallest role that lets someone do their job: most cooks need Chef / Cook, not Manager.
Remove people the day they leave. It takes effect immediately.
Ask your team to log food-safety checks and waste as they happen: their names on each record make your logs stronger for an inspection.