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How to Create Staff Accounts and Set Up Roles/ Permissions

Use built-in or custom roles to control what each staff member can see and do in Carrot, including who can view reports.

Every staff member should have their own account, and every account should have a role that matches what that person does.

Individual accounts mean Carrot can track who took each action, like replying to a customer chat or assigning a profile. Roles control what each person can see and do once they're signed in, including whether they can view the dashboard and reports.

Built-in roles

Carrot comes with three roles you can use right away. Go to Settings → Roles to see them.

  1. Manager: Can access all functions in the admin app, including online store settings, text blasting, user management, and reports.

  2. Budtender: Can access order management workflows.

  3. Marketing: Can access customer exports and marketing tools.

Built-in roles can't be edited or deleted. If you want a version of one with different permissions, duplicate it (see below) or create a custom role.

Creating a custom role

Custom roles let you choose exactly which permissions a staff member has. A common example is a manager who should run day-to-day operations but shouldn't see sales and performance reports.

  1. Go to Settings → Roles and click New Role

  2. Enter a Role Name and a short Description so your team knows what it's for

  3. Tick the permissions this role should have. Use Select all next to a group to grant the whole group at once. The panel on the right shows a running summary of what you've selected.

  4. Click Save

Every role can sign in to the admin app. The permissions decide what else they can do:

Orders

  • Check-in: Check customers in when they arrive

  • Order fulfillment: Work pickup, delivery and drive-thru orders

Customers

  • Customers and chat: Browse customer profiles and reply in customer chat

Rewards

  • Points adjustments: Add or remove customer points

  • Redemptions: Redeem rewards for a customer from their profile

  • Program settings: Manage the rewards program, missions and levels

Marketing

  • Blasts: Send SMS and push blasts

  • Promotions: Create and edit promotions

  • Promo codes: Create and edit promo codes

  • Automations: Create and edit marketing automations

  • Segments: Create and edit customer segments

Reports

  • Reports: View the dashboard and sales and performance reports

Management

  • Store and company settings: Store editor, template text, inventory, billing and account settings

  • Order method settings: Configure pickup and delivery availability, hours and zones

  • Menu displays: Manage in-store TV menu displays

  • Staff and vehicles: Create and edit staff accounts and delivery vehicles

  • Roles: Create and edit staff roles

Tip: Be selective with the Management group. Anyone with the Staff and vehicles or Roles permissions can change other people's access.

Editing, duplicating, or deleting a role

  1. Go to Settings → Roles

  2. Click a custom role to open and edit it, then click Save

  3. Click the ⋮ menu on the right of any role to Duplicate it. Duplicating is the fastest way to make a variation of an existing role.

  4. Custom roles can also be deleted from the ⋮ menu. Built-in roles can't be deleted.

Assigning a role to a staff member

For a new staff member

  1. Go to Settings → Staff and click New Staff

  2. Fill in their Name, Email, and Phone

  3. If they make deliveries, turn on the Is a delivery driver toggle. This is required for them to appear when you build delivery routes.

  4. Under Role, select the role they should have. All built-in and custom roles appear here.

  5. Set a Password and copy it before saving. You'll need to give it to the staff member directly.

  6. Click Save

For an existing staff member

  1. Go to Settings → Staff and click the person's name

  2. Select a different role under Role

  3. Click Save

The Staff list shows each person's current role in the Role column, so you can review your whole team at a glance. Turn off Active Only to include deactivated accounts.

Frequently asked questions

Who can see reports?

Anyone on the Manager role, or on a custom role with the Reports permission. If someone shouldn't see the dashboard or sales and performance reports, give them a role without that permission.

Can I give someone Manager access but hide reports?

Not with the built-in Manager role, since it includes everything. Create a custom role, use Select all on every group except Reports, and assign that instead.

Can a driver have any role?

Yes. Driver is a toggle on the staff member's profile, not a role, so it works alongside any role.

Why does every staff member need their own account?

Carrot ties actions like customer chats and profile assignments to the signed-in account. If several people share one login, there's no way to tell who did what.

How can I reset a password?

Any built-in Manager role or custom role with the 'Staff and Vehicles' permission will have the access to reset a password. Click into the staff account that needs reseting and scroll to the bottom, click 'Reset Password' and save at the top right.

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