User Management

User Management in Forkto lets you add team members, assign roles, control what they can access, and organise them by location. You’ll find it under Settings > Users.

Overview

The Users page shows your team as a card-based layout, split into two sections:

• Users in This Location — team members assigned to the location you’re currently viewing.
• Users in Other Locations — team members assigned to other locations in your business.

Each user card displays their name, role (colour-coded badge), email or username, status (active now or last active time), locations they’re assigned to, and when their account was created.

At the top, you’ll see the total count of active users in the current location and a ‘New User’ button to add team members.

Adding a User

To add a new team member:

1. Click the ‘New User’ button.
2. A form opens with a progress checklist: Contact Details → Location & Department → Role.

Contact Details

• First Name and Last Name (required).
• Choose how the user will sign in:
  • Email address — the user will receive an auto-generated password by email.
  • Username and password — tick the checkbox to set up a username-based login instead (useful if the team member doesn’t have an email).

Location and Department

• Location(s) — select which location(s) the user should be assigned to. You can assign them to multiple locations.
• Department(s) — if your account has the Departments feature, you can also assign them to one or more departments.

Role

Choose the user’s role:

• User — standard access to day-to-day features (logging temperatures, checks, food records, etc.). Cannot access Settings or manage other users.
• Admin — full access to everything, including Settings, user management, locations, and all configuration options.

3. Click ‘Create User’ to finish. The new user will appear in the team list.

Adding Multiple Users at Once

You can also create several users in bulk:

1. Switch to the bulk creation mode in the new user form.
2. Set shared settings (locations, departments, role) that will apply to all users.
3. Add each user’s individual details (name, email/username).
4. Review the list, then create all users at once.

Roles Explained

Forkto has four role types, each shown with a colour-coded badge on user cards:

Role	Badge	Access Level
User	Blue	Standard access to features. Cannot access Settings.
Admin	Green	Full access to everything, including Settings and user management.
Auditor	Red	Read-only access across the system. Cannot create, edit, or log anything.
Supplier	Amber	Limited access tied to a specific supplier. Used for supply chain partners.

Note: Auditor and Supplier accounts are managed separately — see the sections below.

Editing a User

To update a team member’s details:

1. On their user card, click the options menu (three dots).
2. Select ‘Edit’.
3. You can update:
   • First name, last name, mobile number
   • Email address or username
   • Role (Admin only)
   • Location(s) (Admin only)
   • Department(s) (Admin only, if Departments feature is enabled)
4. Click ‘Update Profile’ to save.

Resetting a Password

If a team member needs a new password:

1. On their user card, click the options menu.
2. Select ‘Send password reset’.
3. A password reset email will be sent to their registered email address.

Note: This option is only available for users who have an email address on their account.

Deactivating a User

When a team member leaves or no longer needs access, you can deactivate their account rather than permanently deleting it. This preserves all their historical activity (temperature logs, checks, etc.).

1. On their user card, click the options menu.
2. Select ‘Deactivate’.
3. The user will be marked as inactive and can no longer sign in.

To reactivate a deactivated user:

1. Find the deactivated user card (shown with a yellow “Deactivated” banner).
2. Click the options menu and select ‘Re-Activate’.

Granting Auditor Access

Auditor accounts give external auditors or inspectors read-only access to your Forkto data. They’re managed separately from regular team members.

To grant auditor access:

1. Go to Settings > Auditor Access.
2. Enter the auditor’s email address.
3. Click ‘Send Access’ — they’ll receive an email with their login credentials.

To revoke access, find the auditor in the list and click ‘Revoke Access’. You can also revoke all auditor access at once.

Granting Supplier Access

Supplier accounts give your vendors limited access to Forkto. They’re managed separately from regular team members.

To grant supplier access:

1. Go to Settings > Supplier Access.
2. Select the supplier from the dropdown (their email will be pre-filled from the supplier’s contact details).
3. Click ‘Send Access’ — they’ll receive a login link by email.

To revoke access, find the supplier in the list and click ‘Revoke Access’.

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Keep your user list up to date as your team changes. Deactivating leavers promptly and assigning the right roles ensures your account stays secure and your compliance records remain accurate.