User types & what they can do
User roles determine who can manage orders, change settings, and view or update financial information.
Our user types include:
Standard user
Decision maker
Financial contact
Brand admin
Standard User
Who this is for:
Store‑level team members:
General Managers
Assistant Managers
Catering leads
Key shift leaders
Typical access:
View and manage orders
Accept / decline orders
Reconfirm orders
Assign drivers or request Dispatch (where enabled)
See basic store information
Hours, lead times, capacity limits
See but not change some higher‑risk settings, depending on configuration
standard users primarily run day‑to‑day operations for ezCater orders
How to create:
Login to your Partner Portal (web)
Navigate to Settings → Users & Permissions
Click the "Add new user" button
Add contact name, valid email address (required) and phone number (optional)
Select which locations the user can access
Click "send invitation" to send an email invite
The new user will follow the link in the email to activate their Partner Portal where they will create a unique password and login with their email address
Don't forget: set a user's permissions once they have been created to customize their experience based on their responsibilities
Decision Maker
Decision makers are standard users that are the primary authorized contact for a restaurant's ezCater account.
Who this is for:
Leaders who own operational decisions at a store or region:
Franchise owners
District / area managers
Corporate ops leaders
Typical access:
Change operational settings:
Hours of operation
Lead times
Capacity limits and closures
Delivery settings
Manage marketing settings:
Opt in/out of marketing programs
Approve key account changes that standard users can’t make
How to set:
Decision maker status can only be established when an account is created or through Partner Success
Financial Contact
Who this is for:
The person authorized to manage financial and payment information for your business:
Controller / Finance manager
Owner or HQ finance contact
Typical access:
Accept payment‑related terms & conditions
Provide and update:
Company and tax information (TIN, legal name)
Payment details / ACH info via secure forms
View detailed payment and financial data in the Partner Portal
Important:
Only the financial contact can:
Complete certain ACH or bank account changes
Access or confirm sensitive payout information
Read more about financial contacts here
To change or add a financial contact, reach out to Partner Success
Brand Admin
A brand admin is a super user that defaults to full permission and store access.
Who this is for
Users who manage multiple locations or the entire brand:
HQ operations leads
Corporate catering or digital leaders
Franchise support teams
Typical access
View and manage all locations from one login
Create and manage users and permissions across all locations
See roll‑up performance, orders, and financials at a brand or region level
Configure or coordinate:
Brand‑wide marketing programs (PPP, Sponsored Listings, Rewards strategy)
Standardized operational settings across locations (where supported)
Brand admins typically work closely with ezCater to align strategy, programs, and settings for the whole brand
Managing users in the Partner Portal
You can add, edit, and deactivate most user accounts self‑service in the Partner Portal (web).
Viewing user list
To view your list of existing users:
Navigate to Settings → Users & Permissions
Use the drop-down menu to filter by user status
Use the search field to filter by name or email
The list of users will show:
Name, email, user type and user status
Click a user's name to edit the users store access, permissions and notifications
Adding and editing users
Add new user
To provide portal access to a new team member:
Login to your Partner Portal (web)
Navigate to Settings → Users & Permissions
Click the "Add new user" button
Add contact name, valid email address (required) and phone number (optional)
Select which locations the user can access
Click "send invitation" to send an email invite
The new user will follow the link in the email to activate their Partner Portal where they will create a unique password and login with their email address
Partner Portal invitations will be active for only 14 days. If an invitation has expired, you can resend when viewing/editing a user
Store access
Click on a user's name → store access to edit which locations the user can access:
Check the box of any location you would like to add to the user's account
Click the "add access" button to update
Permissions
Click on a user's name → permissions to add/remove access to the different functionalities within the Partner Portal. The table below lists all primary/secondary permissions and their function:
Permission |
Function |
Orders |
|
Delivery Management | View deliveries and manage in-house drivers |
Payments | Viewing payments in the Financials tab |
Marketing tools | Access to view/edit marketing programs |
Performance | View marketplace performance in the Performance tab |
Reports | Create and export order reports |
Reviews | Access to customer feedback in the Reviews tab |
Settings |
|
Promotions | Create promotions for Online Ordering |
Demographic info | Add/edit business demographic info |
Notifications
Here you can edit preferences for user notifications:
Order notifications
Text and/or email
Billing statement notifications
Typically for financial contacts
The Payments permission must be enabled to enable billing statements
Delivery management reminders
Emails sent to remind users about orders without a delivery driver or Dispatch assigned
Delivery management permission must be enabled to turn on these notifications
Important:
Use the toggles to turn on/off the different available notifications.
Notification preferences must be set for each individual location the user can access
Use the "copy settings to all stores" to mirror settings to all locations
Looking to update your personal notification preferences? Read more here
Deactivating users
Login to your Partner Portal (web)
Navigate to Settings → Users & Permissions
Click on the user’s name
Click the red "Deactivate user" button at the top of the page
The user will lose access to their Partner Portal account and you will be able to reactivate the user at any time.
To have a contact permanently deleted, contact Partner Success
When an employee leaves your organization
When someone leaves, it’s important to secure your account and reassign responsibilities quickly.
Step‑by‑step checklist
Identify all ezCater accounts they used
Deactivate the user in your Partner Portal
Update users & permissions for the location(s) as needed
Reassign order‑management responsibilities
Reach out to Partner Success with any questions or assistance needed
Best practices
Use role‑based or shared emails (e.g., catering@, gm‑store123@) for long‑term roles like:
General store email
General manager
Store‑level catering managers
Brand admin
Keep at least:
One decision maker
One financial contact
One brand admin (for multi‑location brands) assigned and up to date at all times
If you’re ever unsure how to handle a specific user or role change—especially for financial contacts or brand admins—email Partner Success at [email protected], and they can help you update roles safely and keep your account secure.