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Inviting People to Your Site

Culinary Key has five kinds of access, and each one exists for a different reason. Choosing the right one is mostly about deciding how much of the business someone should be able to see.

Last updated 2 min read training, culinary key…

Written by Founder, Culinary Key

Twenty years in UK kitchens, from independent bakeries to BRC-audited production — the person responsible when the EHO walks in.

Inviting People to Your Site

Everyone who signs in has a role, and the role decides what they can see and change.

The Roles

Owner — full access to everything: every Location, billing, and the ability to add other owners. Some actions are owner-only by design, so there should always be at least one active owner.

Admin — full operational access across the account, without the owner-only actions.

Manager — runs a site. They can complete and review records, manage the staff list, and configure the site's checklists.

Staff — completes the day-to-day records. This is the right role for most people.

Inspector — a read-only visitor. Inspectors see records but cannot change anything, and they get their own separate invite.

If you are unsure, invite as Staff. Raising someone's access later is easy; explaining why a temporary team member could see your billing is not.

Inviting a Manager or Staff Member

  1. Go to Site Management and open the site.
  2. Select the Site Login tab.
  3. Enter their email address and choose Staff or Manager.
  4. Send the invite.

They receive an email with a link. The link also appears on screen after you create the invite, so you can pass it on directly if the email does not arrive.

Opening the link lets them either sign in with an existing Culinary Key account or create one. Once accepted, the site appears on their dashboard.

The Three-Login Limit

Each site allows three logins. The tab shows how many slots are used.

This is a limit on people who sign in, not on people who appear on your records — your staff list is unlimited. If you have run out of slots, remove a member who no longer needs access before inviting someone new.

Owners

Owners are managed for the whole account rather than per site, under Admin → Owners. Only an existing owner can add another.

Add a second owner sooner rather than later. If the only owner loses access to their email, the owner-only actions have nobody who can perform them.

Inspectors

Inspectors have their own invite, separate from the site login flow, because they are not part of your team and do not use one of your three slots.

An inspector can read your records and nothing else. They cannot complete a check, edit history, or see billing. This is what lets you hand an EHO or a consultant genuine access without any risk of your records being altered.

Removing Access

Remove a member from the Site Login tab when they leave.

Everything they recorded stays. Removing access closes the door; it does not rewrite history, and it must not — records that changed when someone left would be worth very little at inspection.

Next in this series

Setting Up Your ChecklistsYour checklists should describe what your kitchen actually does, not a generic template. This is the setup step that most decides whether your team uses the sysYour Subscription and LocationsCulinary Key bills by the number of Locations you choose to pay for. Nothing you do inside the app changes your bill on its own — that is deliberate.Your First Day in Culinary KeyA short orientation to Culinary Key — what it does, where everything lives, and what to do first.