Accounts and users

The BrewOS account and user system is based on two concepts:

• An account is an organisation, for example a brewing company, that uses the BrewOS service. Almost all data in the system belongs to exactly one account: for example, a recipe or a product is always the recipe or product of a particular account. Fees are per account.
• A user is a person who uses the service. BrewOS identifies the user by email address, so two users cannot have the same email address.

The same user can belong to several accounts, and they can have a different role and a different name on each account. You switch between accounts with the accounts link in the top bar, see My credentials.

Signing in

You sign in to the service with an email address and password. If you do not have a password or have forgotten it, use password reset: a sign-in link is sent to your email that is valid for 24 hours and works once. After signing in with the link, you can set a new password on the My credentials page.

You can also protect your credentials with two-factor authentication. BrewOS supports a time-based one-time code (TOTP) on a smartphone, which you can enable free of charge.

Roles

Each user of the account has one of four roles:

• An Owner has access to all of the account's data and functions, including the settings menu. Only the owner can manage users, buy BrewOS licences, manage webshops and use data export.
• A Basic user can use all of the account's functions except the settings. The Settings menu is not shown to a basic user. They can still manage their own AI agent connections.
• A Sales user is meant for people whose work concerns only sales. They can only access the catalogue, customers and shipments (and the shipments' documents), and when they enter the account they land in the sales catalogue. On a customer's pages they also see the customer's invoices and payments. They can also manage their own AI agent connections. Other pages, such as production, warehouses, invoicing, reports, files and the event log, do not open for them even with a direct address.
• A Viewer sees the same pages as a basic user but cannot change anything. Forms that save and deletions do nothing, and the page shows the notice As a viewer you cannot save changes. Their AI agent connections are read-only too: the agent sees only the read tools. The role suits, for example, an accounting firm or the visitors of a demo account.

BrewOS has no other, more narrowly definable access rights (for example per-section rights).

Managing users

Users are managed on the Settings > Users page, which is available only to the owner. The page shows the account's people, their email addresses and roles. A person without an email address has a dash in place of the address.

The user who created the account is automatically the account's owner.

Adding a user

1. Open Settings > Users and press the create new user button next to the heading.
2. Enter the person's Name. The name is shown to this account's other users, for example in the event log.
3. Choose the Role: Basic user, Sales user, Viewer or Owner.
4. Enter the Email address if the person needs to be able to sign in to the service.
5. Press Add user.

What happens next depends on the email address:

• A new address: BrewOS sends the person an invitation with a sign-in link. The link is valid for 24 hours and works once. After signing in, the person sets a password for themselves. If the link expires, the person can request a new link from password reset.
• An address that already has BrewOS credentials (for example the person uses BrewOS on another company's account): the person is added to the account, and a notification is sent to them. They find the account by signing in and opening the accounts list. No sign-in link is sent; they sign in with their current password.
• No address: the person cannot sign in to the service, but they can be handled as an employee, for example on task lists and in wage costs.

You cannot add yourself.

Changing a role or name

Change a person's role in the user list: pick the new role in the Role column and press Change. The change takes effect at once and is recorded in the event log. An owner can also change a role with an AI agent (MCP tool set_account_user_role).

You cannot change your own role: on your own row the role is shown without a choice. If you want to give up the owner role, ask another owner to make the change. The account must always have at least one owner, so its only owner cannot be given another role.

To change a name, add the person again with the same email address: the new role and name replace the old ones, and no new invitation is sent to the person.

An email address cannot be added afterwards for a person who has none: if needed, add them as a new user with an email address.

Removing a user

Press the × button (delete) at the end of the person's row. The removal is done immediately, without asking for confirmation.

• Removal is immediate and final: the person's access to the account ends immediately, and all application access they have granted for this account stops working.
• The person's access to other accounts and their BrewOS credentials are kept.
• A removed person is no longer shown in the user list or on task lists. Their earlier events remain in the event log, but the actor shown in them is Deleted user.
• You cannot remove yourself: your own row has no delete button.

If you want to restore access, add the person again.

Wage costs

BrewOS can use people's hourly costs in production cost calculation.

1. Open Settings > Users and press the costs button on the person's row.
2. Enter the Validity: the start date and, if needed, the last day of validity (leave it empty if the cost is valid until further notice).
3. Enter the Cost in euros per hour and press Add wage cost.

Enter the cost as the total hourly cost, including holiday pay with holiday bonuses and the employer's social security costs. Sick pay is not taken into account. The cost must be at least 1 euro per hour.

A new cost replaces earlier costs for overlapping periods: an earlier cost is shortened or split in two, and a cost that falls entirely within the new period is removed. The cost in force today is shown in bold in the list and marked Valid until. An incorrect cost can be deleted with the row's × button; after this no labour cost is calculated for the deleted period.

Wage costs are shown only to owners, like the other settings.