Adding users
Open Users to invite drivers and office users, then manage what they can do.
| Role | Access |
|---|---|
| Owner | All business features, billing changes and ownership changes. |
| Admin | Day-to-day office work; manages drivers and other admins. |
| Driver | Driver workflows and the records their role allows. |
| Technical | Shop, domain, customer-email and integration setup, plus API key management. |
A business must always have at least one owner.
What each role sees
Section titled “What each role sees”| Area | Owner | Admin | Driver | Technical |
|---|---|---|---|---|
| Customers | Yes | Yes | Through assigned deliveries only | No |
| Users | Manage | Manage | No | No |
| Connected apps | Yes | Yes | Own assistant | Shop connections and own assistant |
| Customer emails | Manage | Manage | No | Manage |
| Billing | Manage | View | No | No |
Technical setup access
Section titled “Technical setup access”Use Technical for a user helping with your shop, web domain, email sender or integrations. They get a setup workspace rather than the operational navigation. They cannot open customer records, orders, invoices, cash, reports or billing in the app, or manage other users’ access.
Important: technical users can create API keys that read or change operational data for an integration. This means the role is not a complete barrier to that data. Give it only to a user you trust to set up integrations. Review the key’s permissions, expiry and View activity in Connections. Connected AI assistants remain limited to the user’s own setup permissions.
Remove their access when the work is finished, and separately review or revoke any business API keys they created. API keys remain active until their expiry or revocation.
Admins cannot create, change or remove owners. Before removing or changing the role of the last owner, appoint another owner.
Finding a user
Section titled “Finding a user”Search by name or email. The list is paginated and you can change the number shown.
Each user shows whether two-step sign-in is enabled. Users must enable it on their own account; you cannot do it for them.
Search the list by name or email, or filter by role or two-step sign-in. Press a column heading to sort by name, role or the date they joined.
Each user’s … menu holds their actions:
- Change role opens the roles to choose from. For a driver, it also has Allow stock takes, which lets them count yard stock on their phone.
- Edit driver details for drivers.
- Send password reset emails them a link to set a new password, for someone who is locked out.
- Remove from business asks first.
Tick several users to remove them together. Owners and your own account are never included.
Inviting a user
Section titled “Inviting a user”Press Invite user and send an invitation to the email address the user will use to sign in.
Existing account holders sign in to accept. New users create an account first. The invitation can only be accepted using the address it was sent to.
Invitations also appear in Bottle after the recipient signs up and confirms that address. They can accept or decline from the notification. The sender is notified if they decline.
Invitations expire after fourteen days. Under Pending invitations, search by email, filter by role or whether they have expired, and use each invitation’s … menu to resend or cancel it. Tick several to resend or cancel them together. Resending creates a new link and invalidates the old one.
When a user leaves
Section titled “When a user leaves”Remove their membership from Users. Their personal account and memberships in other businesses remain. Connections they authorised for your business stop working.
Vehicles, not users
Section titled “Vehicles, not users”Plan prices are based on vehicles, with separate team-size limits:
- Shop: five users.
- Yard: ten users.
- Round: one hundred users.
- Depot: no fixed user limit.
Users and pending invitations both count towards the limit.
Which vehicle a driver takes
Section titled “Which vehicle a driver takes”Select Edit beside a driver to record the name your team uses for them, their driving licence details, their usual vehicle and the Delivery window their customers are told. Bottle warns you when a recorded licence is due within 30 days or has expired.
The office can still assign another driver or vehicle for a particular round. The usual vehicle is the default, not a restriction.
Set shift patterns, holidays, sickness and cover on the Rota. Planning uses the driver’s shift hours, or the business working hours where no pattern applies.
Drivers recorded as unavailable are not assigned rounds automatically.