User Management

This section covers the management of users, order groups, workgroups, and message groups in Foodsoft.

Users

Individual Foodsoft accounts for members of the food cooperative.

Creating Users

Administration > Users > New User

Required information:

• First and last name
• Email address (used for login)
• Initial password
• Order group assignment

User Permissions

Users can be assigned different permission levels:

• Standard: Basic ordering permissions

  • Can place and modify orders
  • Can view their own account information
  • Can participate in polls and tasks

• Orders: Can manage orders and suppliers

  • All standard permissions
  • Can create and manage orders
  • Can manage supplier information and articles
  • Can receive deliveries and adjust orders

• Finances: Can manage financial transactions and settle orders

  • All standard permissions
  • Can manage member account balances
  • Can create and manage invoices
  • Can settle orders and process payments
  • Can access financial reports

• Admin: Full administrative access

  • All permissions above
  • Can manage users and groups
  • Can modify system settings
  • Can access database functions

Editing Users

Administration > Users > Click on user name

You can modify:

• Personal information
• Email address
• Password (reset)
• Permission levels
• Order group membership
• Active/inactive status

Order Groups

Groups of users who order together and share a common account balance.

Creating Order Groups

Administration > Order Groups > New Order Group

Required information:

• Group name
• Contact person
• Initial account balance (if using financial features)

Order Group Settings

• Account balance: Current credit available for orders
• Members: Users who belong to this group
• Contact information: Primary contact details
• Custom fields: Additional information (if configured)

Workgroups

Groups responsible for specific tasks within the food cooperative.

Creating Workgroups

Administration > Workgroups > New Workgroup

Workgroups can be assigned specific permissions and responsibilities:

• Order management
• Financial administration
• Supplier relations
• Member coordination

Workgroup Permissions

Workgroups can be granted specific permissions that apply to all their members:

• Orders: Manage ordering process
• Finances: Handle financial transactions
• Suppliers: Manage supplier relationships
• Admin: Administrative functions

Message Groups

Groups for targeted communication within the food cooperative.

Creating Message Groups

Administration > Message Groups > New Message Group

Message groups allow:

• Targeted communication to specific member groups
• Self-service joining/leaving by members
• Organized information distribution

Message Group Types

• Open: Members can join and leave freely
• Restricted: Only administrators can add/remove members
• Automatic: Membership based on other criteria (e.g., all order group contacts)

User Import and Export

Importing Users

For larger food cooperatives, users can be imported via CSV files:

1. Prepare CSV file with required columns
2. Administration > Users > Import
3. Map CSV columns to Foodsoft fields
4. Review and confirm import

Exporting User Data

User information can be exported for:

• Backup purposes
• External communication tools
• Membership management

Inactive Users and Data Retention

Deactivating Users

Users who leave the food cooperative should be deactivated rather than deleted to preserve:

• Order history
• Financial transaction records
• System integrity

Data Privacy

Foodsoft respects data privacy requirements:

• Users can request their data
• Personal information can be anonymized
• Account deletion follows configured retention policies

Best Practices

User Management

• Use descriptive order group names
• Regularly review and update permissions
• Maintain accurate contact information
• Document role assignments

Security

• Encourage strong passwords
• Regularly review admin permissions
• Monitor user activity for unusual patterns
• Keep user information up to date

Communication

• Use message groups for targeted communication
• Maintain clear workgroup responsibilities
• Document procedures for new administrators
• Provide user training materials

Detailed user management procedures may vary depending on your food cooperative's specific needs and local regulations.