Who can access what in Cropster Cafe - User Permission Overview

This article explains what each user role can view and edit within the online platform C-sar.

Table of Contents

What are the different user roles in Cropster Cafe? Correct Role Permission Combinations Examples of combinations that will cause a “Permission denied” error message Access Level Overview Which pages can each role access? FAQs

What are the different user roles in Cropster Cafe?

There are five main user roles in Cropster Cafe:

Group Administrator: Full access to all settings, user management, billing, and all operational data across all locations.
Cafe Management: Can view and edit most data, but not the account settings. Manages multiple locations, can invite users, edit locations, recipes, and POS data, and oversee all tasks.
Head Barista: Manages recipes and tasks at their assigned location, can edit recipes and tasks, but cannot manage POS data, users, or locations.
Barista: Can view and mark tasks done, view recipes and brews, but cannot edit or manage equipment, recipes, users, POS data, users, or locations.
Asset Manager/Technician: Can view and edit equipment and tasks, view Telemetry Insights.

Tips and Recommendations

Cropster Cafe’s user management truly shines when you combine roles with location-based permissions. This setup helps you maintain clarity, security, and flexibility across teams.

For example:

Area Manager: A Cafe Management role limited to locations within a specific region.
Regional Technician: An Asset Manager focusing on a defined district or region.
Head Barista in training for QC Manager: A Head Barista role initially assigned to one location, gradually expanded as responsibilities grow.

This approach ensures each user has the right level of access aligned with their role, location, and career development.

Correct Role Permission Combinations

Important for multi-product Cropster accounts:

If your account includes both Cropster Cafe and another Cropster product (e.g., Roast), your Group Administrators will see the option to select Custom (Manually selected) permissions.

To prevent the “Permission denied” message in Cafe:

Always start by selecting one of the pre-defined Cafe roles.
Only after that can you manually add any additional permissions needed for Roast and/or Administration.

Skipping this step or creating a fully custom role may result in missing access to some Cafe pages.

Examples of combinations that will cause a “Permission denied” error message

Access Level Overview

Permission names are simplified in the system, but each View or Edit setting can affect multiple pages and actions. For full details, please refer to the table below.

Permission	View	View + Edit
Recipe	Populated Recipe overview and details pages	Everything in View + Create and assign new recipes to locations
Brew*	Populated Telemetry Insights page	Everything in View + Create Espresso Manual Dial In Log and edit manual, batch, or cold brews Select reference brews
Equipment	Populated Assets page Populated Equipment details pages for Dial-in in in live Brews table and Tasks	Everything in View + Create and pair equipment Link recipes to equipment
Point of Sale	Populated Inventory Insights page	Everything in View + Upload a POS file Create a location Menu

*Please note that automatically recorded brews cannot be edited.

Which pages can each role access?

Pages	Group Administrator	Cafe Management	Head Barista	Barista	Asset Manager/Technician
Telemetry Insights	✅	✅	✅	✅	✅
Inventory Insights	✅	✅	✅	✅	⛔
Cafe Menu	✅	✅	⛔	⛔	⛔
POS upload	✅	✅	⛔	⛔	⛔
Radar	✅	✅	✅	⛔	⛔
Operations/Fleet Dashboard	✅	✅	⛔	⛔	⛔
Operations/Location Dashboard	✅	✅	✅	✅	⛔
Brews overview	✅	✅	✅	⛔	⛔
Recipes overview	✅	✅	✅	✅	⛔
Recipe details	✅	✅	✅	✅	⛔
Assets	✅	✅	✅	✅	✅
Equipment details	✅	✅	✅	✅	✅
Tasks	✅	✅	✅	✅	✅

FAQs

Who can add and remove users?
Only the Group Admin has permissions to manage users.

Can permissions be customized?
While Cafe-specific permissions need to follow the pre-set roles combinations, additional permissions under the Administration, Roast, and Origin sections can be added per user by following the steps below:

Log in to the online platform C-sar.
Navigate to Gear icon and select Users.
Click +Invite user.
Select the Cafe role first (1) and then select Custom (2) to manually add additional permissions.
Navigate to the Cafe permissions and select View and/or Edit by clicking on the dropdown at each feature.
Click Invite user.

How can I edit user permissions?
By following the steps of this article, you can easily edit user permissions.

If you have further questions, feedback, or concerns, please submit a support ticket directly from support.cropster.com.

cafe user permissions users in cafe correct role permission combinations cafe access overview

Example 1 The Brew View & Edit selection was changed to View only for the Barista role.	Example 2 The Point of Sale checkbox has been deselected for the Head Barista role.	Example 3 The Link to Roast PR lot checkbox has been deselected for the Cafe Management role.	Example 4 The Equipment checkbox has been deselected for the Cafe Management role.