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🛡️ Janby Cloud — User Roles Guide

What are Roles?

In Janby Cloud, a Role defines what a user can see and do within the organization. Roles determine access to resources (products, programs, devices, reports, etc) and the actions that can be performed on them (view, edit, create or delete).

Janby Cloud defines six roles, organized in an incremental model: each role inherits all permissions from the previous role and adds new capabilities.

Operator → Manager → Executive → Corporate → Administrator → Owner

The Incremental Model

Each role is not an isolated set of permissions, but an extension of the previous one:

  • Manager = Operator + editing capability
  • Executive = Manager + ability to create and delete resources
  • Corporate = Executive + location management
  • Administrator = Corporate + full control of the organization (users, workspaces, settings)
  • Owner = Administrator + status as the original creator of the organization

This means that, for example, anything a Manager can do can also be done by an Executive, a Corporate, an Administrator, and an Owner.

The Six Roles

1. Operator 👤

The base level. This role is designed for kitchen staff who operate directly on Janby equipment or mobile apps and usually do not need to access Janby Cloud (although they could to edit their user info).

Can:

  • Operate on equipment or mobile app
  • View and edit their user info
  • View their organization info
  • View resources that have been assigned to them (products, devices, programs, reports)

Cannot:

  • Create new programs
  • Edit existing programs or products
  • Register new devices
  • Modify device configuration
  • Create new reports
  • Access resources that have not been assigned to them

Access scope: Only sees the specific resources that a higher role has explicitly assigned.

2. Manager 🧑‍🍳

Everything an Operator can do, plus editing capability (not creation) over their assigned resources.

Can (in addition to everything an Operator can do):

  • Edit assigned products
  • Edit assigned programs
  • Edit the configuration of assigned devices
  • Edit assigned reports
  • View production data and stock status
  • View cooking history data
  • Change batch status: mark as consumed, cancelled, or wasted
  • Edit the data of users assigned to them

Cannot:

  • Create new resources (products, programs, devices, reports)
  • Delete resources
  • Add or remove users
  • Access resources that have not been assigned to them

Access scope: Limited to the resources they have assigned; can only edit them, not expand or delete them.

3. Executive 👨‍💼

Everything a Manager can do, plus the ability to create and delete certain types of resources.

Can (in addition to everything a Manager can do):

  • Create new products
  • Create new programs
  • Register new devices
  • Create new production batches
  • Create new reports
  • Edit stock
  • Delete any of these resources

Cannot:

  • Create new locations
  • Create new workspaces

4. Corporate 🏢

Everything an Executive can do, plus the ability to manage the organizational structure (locations and workspaces).

Can (in addition to everything an Executive can do):

  • Create new locations within the organization
  • Create new workspaces within the organization
  • Assign resources to workspaces to limit what each user/device has access to

5. Administrator 🔑

Full control over the organization. Can create, edit, and delete any resource, with no assignment restrictions.

Can (in addition to everything a Corporate can do):

  • Create, edit, and delete any resource in the organization without exception
  • Fully manage users: invite, add, remove, change roles
  • Create and manage workspaces
  • Configure the organization's general settings

6. Owner 👑

Has exactly the same privileges as the Administrator. The difference is not one of permissions, but of origin: the Owner is the user who creates the organization at the time of registration, and this role is reserved to identify who founded it.

Can: Everything an Administrator can do.

Distinctive trait: It is a unique role per organization, automatically assigned to the first user (the one who registers it), and is not granted to other users afterward.

Resource Access: The "Assignment" Concept

For Operator and Manager, access is limited to resources that have been explicitly assigned to them (specific products, devices, programs, reports, or users). If a resource is not assigned, it simply doesn't appear for that user.

Any resource created by Executive or Corporate, will be added to the same workspaces as its creator, so they will keep access to it.

Starting with Administrator, created resources will be available to assign to any of the workspaces of the organization.

What Happens When Each Role Logs Into Janby Cloud?

The experience within the portal varies depending on the role:

  • Operator: typically does not access the Janby Cloud web portal; their main interaction is through Janby equipment or mobile app. If they do access the portal, they only see their personal info and assigned resources in read mode.
  • Manager: accesses the portal and sees their assigned resources, with editing options enabled (products, programs, devices, reports, lower role users). They do not see "Create new" or "Delete" options.
  • Executive: sees their resources along with "Create new" and "Delete" options for products, programs, devices, batches, and stock. They do not see the location or workspace management section.
  • Corporate: in addition to the above, sees location and workspace creation enabled within the organization.
  • Administrator: has full visibility and control over all sections.
  • Owner: sees exactly the same interface as the Administrator.

Assigning and Changing Roles

  1. Users with Operator role are only able to see and edit their own user info. Can not see other Operators and higher role users.
  2. Users with Manager role and above, will be able to see all users with their same or lower role and only edit users with lower role.
  3. Users with Executive role and above, will be able to create users with their same or lower role and also delete users with same or lower role.
  4. A user's role can be changed at any time from Organization Settings → Users but only to the allowed values according to your role.
  5. The Owner role is the highest role and no other than Owners can create new. Therefore there should always be at least one in every organization. So, if going to delete the Owner, first create another user with as Owner or otherwise no Administrator will be able to create any.

Frequently Asked Questions

Q: Can a Manager see resources that are not assigned to them?
A: No. Their visibility is limited exclusively to the resources (products, programs, devices, reports, users) that have been assigned to them.

Q: Can an Executive delete a location?
A: No. Creating (and therefore managing) locations is reserved starting from the Corporate role.

Q: What's the difference between Administrator and Owner?
A: In terms of permissions, none — both have full control. The difference is that the Owner is the user who founded the organization; it's a matter of origin, not an additional permission level.

Q: Can there be more than one Owner in an organization?
A: Yes. Although Owner role is automatically assigned to the user who registers the organization, afterwards owners can add more Owner users.

Q: If I change a user's role, do they lose access to resources they had assigned?
A: It depends on whether the new role requires resource assignment (Operator/Manager/Executive/Corporate) or not (Administrator and above). When moving to a role without assignment restrictions, the user automatically gains expanded access.

Best Practices

1. Assign the minimum necessary role

Give each user the lowest role that allows them to do their job. This reduces the risk of accidental changes to products or programs in production.

2. Use Operator for floor staff

Staff who only execute programs on kitchen equipment or app don't need more than the Operator role.

3. Reserve Executive and above for process designers

The ability to create and delete products/programs should be limited to those who define recipes and processes, to maintain traceability and avoid duplicates.

4. Limit Administrator and Owner

The fewer users who have full control over users and settings, the lower the risk of uncontrolled changes to the organization.

5. Review Operator and Manager assignments periodically

When an employee changes position or location, update which resources are assigned to them.

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