User Registration & Management

OrderNow uses a role-based access system to ensure users have appropriate permissions for their responsibilities. This guide covers creating accounts, assigning users to your restaurant, and managing permissions.

::: note Key Concepts:

• License: Your restaurant's agreement with OrderNow, containing all your data and settings
• Location: A physical restaurant venue (you can have multiple under one license)
• User: Anyone who logs into OrderNow (staff, managers, administrators) :::

Registration Methods

New users can join OrderNow using one of two methods:

Option 1: Google Authentication (Recommended)

Use your existing Google account for quick, secure access without creating a new password.

1. On the OrderNow login page, click "Sign in with Google"
2. Select your Google account or enter your Gmail address
3. Grant OrderNow permission to access basic profile information (name and email)
4. Your account is created automatically

TIP

Benefits: No separate password to remember, automatic security updates from Google, faster login process.

Option 2: Email Registration

Create an account directly with your email address.

1. On the login page, click "Create an Account"
2. Fill in the required information:

Field	Requirements
Full Name	Your first and last name
Email Address	Valid email you can access
Password	At least 8 characters, mix of letters and numbers recommended

3. Click "Register"
4. Check your email for a verification message
5. Click the verification link to activate your account

WARNING

Important: You must verify your email before you can use the account. Check your spam folder if you don't see the verification email within a few minutes.

The Demo License

After registration, all new users are initially placed in a "Demo License." This is a temporary environment where users can familiarize themselves with OrderNow features using sample data.

::: note To use OrderNow with your actual restaurant, an administrator must transfer you from the demo license to your restaurant's production license. See Account Transfer for details. :::

Understanding User Roles

Roles define what actions a user can perform in OrderNow:

Role	Permissions	Typical Users
Administrator	Full system access: manage users, locations, menus, settings, view all reports	Restaurant owners, general managers
Manager	View reports, manage orders, configure some settings, but cannot add/remove users	Shift managers, supervisors
Normal User	Day-to-day operations: process orders, manage tables, view assigned locations	Servers, waiters, bartenders

Assigning Users to Your Restaurant

For Administrators: Adding Existing Users

When a staff member registers, they start in the demo license. To connect them to your restaurant:

1. Log in as an administrator
2. Navigate to Admin → Users
3. Find the user in the list (or have them provide their username)
4. Click "Change License"
5. Select your restaurant's license from the dropdown
6. Click "Save Changes"

Assigning a Role

After adding a user to your license, assign their role:

1. In the Users list, select the user
2. Click "Edit Roles"
3. Check the appropriate role(s)
4. Click "Save Changes"

Assigning to Locations

Specify which restaurant locations the user can access:

1. Select the user in User Management
2. Click "Manage Locations"
3. Check the boxes for relevant locations
4. Assign a User Number for identification (optional)
5. Click "Save Changes"

TIP

Multi-Location Staff: Users can be assigned to multiple locations. This is useful for managers who oversee several venues or staff who float between locations.

Account Transfer Process

For users who registered independently and need to join your restaurant:

1. The user generates a transfer code from their account menu
2. They provide this code to an administrator
3. The administrator enters the code in User Management
4. The account is transferred to your license

Detailed Guide: Transferring Your Account

Managing Existing Users

Modifying User Access

Action	How To
Change Role	User Management → Select User → Edit Roles
Add/Remove Locations	User Management → Select User → Manage Locations
Reset Password	User Management → Select User → Reset Password (sends email)
Deactivate Account	User Management → Select User → Deactivate
Remove from License	User Management → Select User → Change License → Demo License

User Management Best Practices

• Principle of Least Privilege: Give users only the permissions they need for their job
• Regular Audits: Review user access monthly; remove departed employees promptly
• Strong Passwords: Encourage complex passwords or use Google authentication
• Role Documentation: Keep a record of who has administrator access
• Training: Ensure users understand their role limitations and capabilities
• Backup Admin: Always have at least two administrators in case one is unavailable

Troubleshooting

Issue	Solution
User can't see my restaurant	Verify they're assigned to your license, not the demo license
Email verification not received	Check spam folder, verify email address was typed correctly, request resend
Google sign-in not working	Ensure pop-ups are allowed, try incognito mode, check Google account status
User can't access a location	Check location assignments in User Management; verify user role permissions
Forgot password	Use "Forgot Password" on login page or have admin reset it

WARNING

Security Reminder: Never share administrator credentials. Each person should have their own account with appropriate permissions.