Login and Security

This is about your security! How do you get in? How does your data stay safe? And what if you forgot your password? All easy, promised!

How Am I Created?

As Admin: Creating Employees

You're an admin and want to create new employees? There are two ways:

1. Create Individually (Manual)

Perfect for: Few new employees, individual settings

How to:

Go to "Manage Employees"
Click "New Employee"
Fill out the form:
- First Name & Last Name: Required fields
- Employee ID: Unique number (e.g. 12345)
- Company: Optional, if multiple companies
- Canteen: Where does the employee eat?
- Role: Admin, Kitchen, or Employee
- Password: Optional (default password used if empty)
- Language: Optional (default: English)
- Email: Optional (automatically generated if empty)
Click "Create"
Done! Employee can log in immediately

Important:

If no email is provided, the system automatically creates one: employee-id@companyname.biteclub.com
If no password is provided, a default password is used

2. Bulk Upload (CSV File)

Perfect for: Many new employees at once, onboarding entire teams

How to:

Step 1: Download CSV Template

Go to "Manage Employees" → "Bulk Upload"
Click "Download Template"
You get a CSV file with example data

Step 2: Fill Out CSV File

The CSV file has the following columns:

Column	Required?	Description	Example
First Name	✅ Yes	First name	John
Last Name	✅ Yes	Last name	Doe
Employee ID	✅ Yes	Unique employee ID	12345
Company(Optional)	❌ No	Company name	Acme Inc
Canteen	✅ Yes	Canteen name	HQ Munich
Role	✅ Yes	admin, kitchen or employee	employee
Password(Optional)	❌ No	Custom password	MyPassword123!
Language(Optional)	❌ No	de, en or pt	en
Email(Optional)	❌ No	Email address	john@company.com

Example row:

John,Doe,12345,Acme Inc,HQ Munich,employee,MyPassword123!,en,john@company.com

Step 3: Upload or Paste CSV

Option A: Upload File

Click "Upload CSV"
Select your file
Done!

Option B: Paste Data

Copy data from Excel/Google Sheets
Paste into text field
Click "Parse Data"

Step 4: Review Data

The system shows you a table with all employees:

Green checkmark: All good! ✅
Red triangle: Error found! ❌
Blue triangle: Being created... 🔄

Common errors:

❌ Employee ID already exists
❌ Email already exists
❌ Canteen not found (typo?)
❌ Company not found (typo?)
❌ Invalid role (only admin, kitchen, employee)
❌ Password too short (minimum 6 characters)
❌ Invalid language (only de, en, pt)

You can correct errors directly in the table!

Step 5: Create Employees

Click "Create X Employees"
System creates all valid employees
You see progress in real-time
For errors, you can "Retry Failed"

Statistics:

Total: All employees in list
Valid: Can be created
Invalid: Have errors
Successful: Were created ✅
Failed: Error during creation ❌

You got your credentials from admin? Here's how to log in:

Step 1: Open Login Page

Go to BiteClub website
Click "Login"

Step 2: Sign In

Email: The email admin gave you
Password: Password from admin
Click "Sign In"

Step 3: Complete Profile

On first login you'll be asked to:
- Change password (recommended!)
- Specify allergies
- Set dietary preferences
- Choose language

Done! You can now order food.

Change Password

How to Change Your Password

How to change your password:

Log in
Click your profile (top right)
"Settings" → "Change Password"
Enter old password
Enter new password (2x)
Save!

Create Secure Passwords

The Rules

At least:

6 characters long (better: 8+)
1 uppercase letter (A-Z)
1 lowercase letter (a-z)
1 number (0-9)
1 special character (!@#$%...)

Good Examples

✅ Schnitzel2024! ✅ ILovePizza#42 ✅ C4nt33n_Cool99

Bad Examples

❌ password (too simple) ❌ 12345678 (only numbers) ❌ qwerty (too short, too known)

Pro Tip

Think of a sentence:

"I like to eat pizza on Friday!"
Take first letters: IltepF!
Add numbers: IltepF!2024
Super secure and easy to remember!

For Employees (Normal)

Email + Password

Your email address
Your personal password
Secure and private

Usage:

On computer at office
On phone
At home

For Kitchen Staff

Two ways:

1. Email + Password (as above)

For administration
On computer
Secure

2. Internal ID (Employee Number)

Just the number (e.g. 12345)
Quick during meal distribution
No password needed

Why two ways?

In kitchen: Quick with ID
In office: Secure with password

Forgot Password?

No Problem!

Step 1: Click "Forgot Password"

On login page
At the bottom

Step 2: Enter Email

Your registered email
Click "Send Link"

Step 3: Check Email

Link arrives in 1-2 minutes
Also check spam folder!

Step 4: New Password

Click link
Think of new password
Save – done!

Tip: Link is only valid for 1 hour. After that, request new one!

Stay Logged In

Checkbox "Stay Logged In"

When logging in you can check:

☑️ "Stay logged in"
Then you don't have to log in every time
Convenient on your own device!

But Careful:

Only on your own computer/phone!
Not on shared PC!
Otherwise others can access your account!

Automatic Logout

Security First

The system logs you out automatically:

After 30 minutes of inactivity
When you close browser (without "Stay logged in")
When you click "Logout"

Why?

So nobody else uses your account
If you forget to log out
Security!

Different Devices

Log In Anywhere

You can log in on:

💻 Computer (Windows, Mac, Linux)
📱 Phone (iPhone, Android)
🖥️ Tablet (iPad, Android)
🌐 Any browser

Your data is the same everywhere!

Roles and Rights

What Can You Do?

Depending on your role you see different things:

👔 Employee

Own profile
Order food
See own orders

👨‍🍳 Kitchen

Everything from Employee
Plus: Create menus
Plus: See all orders
Plus: Serve meals

👨‍💼 Admin

Everything from Kitchen
Plus: Manage employees
Plus: Change settings
Plus: See reports

Important: You only see what you're allowed to!

Privacy

Your Data Is Safe

What do we store?

Name, email
Orders
Allergies, preferences
Login times

What do we NOT store?

Credit card data
Private messages
Unnecessary info

Who sees your data?

You yourself (everything)
Admins (only necessary)
Kitchen (only for meal preparation)
Nobody else!

We follow all rules:

Data encrypted
Stored securely
Not shared
You can request deletion

Delete Account

If You Want to Leave

Delete Yourself:

Settings → Account
"Delete Account"
Confirm
Gone!

By Admin:

Admin can deactivate you
Or delete completely
Your choice!

What happens?

All your data gone
Orders anonymized
Cannot be undone!

Security Tips 🛡️

Do This

✅ Use secure password ✅ Change password regularly ✅ Log out on foreign devices ✅ Report suspicious activities

Don't Do This

❌ Share password with others ❌ Simple passwords like "123456" ❌ Stay logged in on shared PC ❌ Write down password and leave it around ❌ Fall for phishing emails

Suspicious Activities

What to Do with Problems?

If you notice:

Someone logged in with your account
Orders you didn't make
Changes you didn't make

Immediately:

Change password
Inform admin
Choose new secure password

Frequently Asked Questions

Q: How often should I change my password? A: Recommended every 3-6 months. Or immediately if something seems strange.

Q: Can I share my password with others? A: NO! Everyone needs their own account.

Q: What if I no longer have my email? A: Contact admin. They can change your email.

Q: Can I log in with Google/Facebook? A: Currently not, but maybe soon!

Q: How secure is my Internal ID? A: Pretty secure! Only for meal distribution, not for sensitive data.

Q: Can admin see my password? A: NO! Nobody can see your password, not even admin.

Summary

For Admins: Two ways to create employees (individual or bulk upload)
For Employees: Simple login with email + password
Secure Password: At least 6 characters, better 8+
Data Protected: GDPR compliant and secure
You Have Control: Over your data and account

Your security is important to us! 🔒✨

Login and Security 🔐