Invite Team Members & Roles

Building your team in FoodSafety HQ Food safety is a team effort, and FoodSafety HQ is built to be used by everyone from the head chef to casual floor staff. This guide shows you how to invite team members , choose the right role for each person, and control which venues they can see. The Team page is where you invite staff, set roles and track certifications. How to invite a team member Open the Team page from the sidebar. Click Invite Team Member . Enter the person's email address and choose their role . Send the invite. They receive an email with a link to create their own account and password. Tip: Invite staff with the lowest role that lets them do their job. You can always upgrade someone later — it's much safer than handing out admin access by default. Understanding the four roles FoodSafety HQ has four roles, each with a different level of access. Here's what each can do. Super Admin Full platform access across all venues Manage users, billing, email templates, SMTP and payment settings Access the admin panel for blog, help centre and sitemap management See and manage every venue without being explicitly assigned This is the top-level owner role — keep it to one or two trusted people. Admin Create and manage the venues they're assigned to Invite and manage team members View and export audit reports Manage billing and subscription settings Create training modules and manage check items Manager Perform and review daily checks Manage check items and corrective actions View audit reports Create and assign training modules Cannot manage billing or delete venues Ideal for a venue manager or head chef who runs the floor but shouldn't touch billing. Staff Perform daily checks — temperature, cleaning and delivery Complete assigned training modules and assessments View their own training assignments Use the mobile staff app for on-floor checks This is the right role for most of your team — everything they need to log checks, nothing they don't. Assigning team members to venues You can assign each team member to specific venues. A staff member only sees data for the venues they're assigned to, which keeps their app clean and their focus on the right site. Admins and Managers can be assigned to multiple venues if they oversee more than one location. For a group-wide picture, see Multi-Venue Management . Changing someone's role Go to the Team page. Find the team member in the list. Update their role from the dropdown — the change takes effect immediately. A quick note on certifications The Team page also tracks staff certifications , such as a Food Safety Supervisor qualification. Certifications nearing expiry appear in your dashboard's urgent alerts, so you always have a currently certified supervisor on record — a common requirement across many Australian states and councils, though the exact rules vary, so confirm what applies to your business. Next steps Set up your venue so your team has checklists to work from. Assign training modules to bring new staff up to speed. Review plans and seat limits on the pricing page . Questions about permissions? Contact our support team .