A Guide to Managing Users in Avero

When you purchase an Avero subscription you have the ability to invite an unlimited number of users to your organization and businesses. Managing these users doesn't need to be labor-intensive if you organize your user effectively. This guide is designed for large organizations or multi-unit groups with many users spread across several locations.

Jump to:

About Avero User Management
Who will manage users?
How should Teams be organized?
- For Restaurant Groups
- For Hotel and Casino Groups
Important Best Practices for User Management

About Avero User Management

For a comprehensive guide to the user management page, visit User Management Explained

Because users you invite have access to your sales and labor data and the logbook, inviting and deleting users or deciding which businesses a user has access to must be done by your organization. This is to protect your data and make sure only those you want have access, and that you control what they have access to.

Avero Support cannot move users to other properties, grant or change user access levels, or invite new users for your protection. That means you should have a plan for how users will be managed, our suggestions and best practices are below, and are based on feedback from real users and organizations.

Who will manage users?

This is a question you should answer as early in your Avero subscription as possible. Most large organizations, especially hotels and casinos, choose to have IT or Finance departments handle inviting and removing users.

Some restaurant groups have operations positions manage users, such as the GM or Director of F&B for each location. This can work well, but make sure you have a plan for if managers move properties, and for regional or corporate users who may have access to many locations.

Users can only manage other users at an equal or lesser level than themselves. So if Suzy has access to 6 locations on the West Coast and needs access to the new Atlanta location, Suzy's user can only be updated by an admin user with access to all of Suzy's 6 West Coast properties and the Atlanta location.

Think also about who will maintain and administer the admin users you designate. We highly recommend having a hierarchy of many admin users to reduce undue burden on one department, retain scalability, and to serve as an escalation point for lower-level users.

*** who will manage admins (Corp> Regional admins > prop admins > prop users)

How should Teams be organized?

For Restaurant Groups

Restaurant groups with an IT Department usually have them manage user access for the corporate level, with operations leaders at the location managing single-location users.

Multiple leaders at the corporate/leadership level should have all-business and all-feature access. These admins can serve as an escalation point for lower-level admins and administer the regional or mid-level admin users.

A group of admins, variable by the size of your organization, with access to multiple businesses help dilute the user management responsibilities across a larger team. Most of our customers choose to break this up regional to match their operations or IT management structure. We recommend a team such as Group Team or Regional Admin Team for these users, and granting them access to the Special Roles they will need to adminster single-unit users, such as Logbook and Labor Setup.

The leaders at individual properties/locations will manage all the users that need access to their property/location. The regional or mid-level admins can assist in updating these users, help them change or add business access, move between locations, and remove outgoing admins and designate a new admin. You may or may not allow these users access to Special Roles like Logbook Setup. Some groups prefer to adminster logbooks and labor mapping at the corporate level so the settings are consistent across the entire group and some prefer to let properties have more autonomy and variation. It is entirely up to your organization!

For an ongoing basis this means:

Corporate Admin group manages the regional admins' access
Regional Admins manage single and multi unit users
Property leaders manage users for their property

For Hotel and Casino Groups

For Hotel and Casino Groups we recommend organizing teams by property instead of by access level, to allow for targeted sorting of the user list.

For each hotel property, create a Team with that Property Code. All local users should be a member of that Property team. Group or Regional admins and users would ideally be on a team named for the region they oversee, such as Southwest Group or Northeast Admins. This allows you to sort the user list and locate them easily when needed.

The leaders at individual properties will manage all the users that need access to their property and outlets at it. The regional or mid-level admins can assist in updating these users, help them change or add business access, move between properties, and remove outgoing admins and designate a new admin. You may or may not allow these users access to Special Roles like Logbook Setup. Some groups prefer to adminster logbooks and labor mapping at the corporate level so the settings are consistent across the entire group and some prefer to let properties have more autonomy and variation as outlets and concepts may have different needs. It is entirely up to your organization!

For an ongoing basis this means:

Corporate Admin group manages the regional admins' access
Regional Admins manage multi-property users and property-level admins
Property leaders manage users for their property and outlets

Important Best Practices for User Management

Define clear team names to easily filter a list of users to the right admin contacts.
Use a user hierarchy to distribute user requests across a team and prevent an undue burden on one individual or department.
Have multiple admins at each level to improve scalability.
Make sure designating admins and inviting/removing users is part of your onboarding and separation strategy and checklists.
Always remove users that leave the company.
Outgoing admins should always designate a new admin before leaving.