Roles and permissions

A role is a set of permissions for the POS app, such as Create order, Refund order or Discount. You give each employee one or more roles at each location. See Employees.

Good to know

The Roles and Permission tab shows when your plan includes table layout. If you don’t see it, use the default roles below.

Default roles

A new account starts with these roles. Their permissions are a starting point. You can edit them.

Role	Starting permissions
Manager	Every permission.
Host	Create order, Void order, Approval and reject online order, Discount and Hardware setting.
Food_runner	None.
Kitchen	Kitchen and Hardware setting.

Create a role

1. Open Roles and Permission

   In the sidebar, under Employee management, click Employees, then open the Roles and Permission tab and click Add New.

   

2. Name the role and tick permissions

   Enter a Name, up to 100 characters. Under Permissions, tick every permission this role needs. You must tick at least one. Give each role only what it needs. For example, a receptionist might have Create order, Discount and View report.

   

   Add role permission

3. Save

   Click Complete.

Edit or delete a role

The list shows each role’s name. Use the search box to find a role. Click ⋮ on a row to Edit or Delete it.

Editing a role changes the permissions of every employee who has it.

Note

You can’t delete a role while an employee has it. Remove the role from those employees first. The message Role assigned to employees tells you when this blocks a delete.

Permissions

The list below is every permission in the Permissions group. Most permissions apply in the POS app.

Permission	Allows
Create order	Take orders: open the menu, add items, choose a table and place an order.
Void order	Void items on an order.
Cancel order	Cancel an order.
Refund order	Refund a paid order.
Approval and reject online order	Tap Confirm or Reject on online orders that are waiting. See Online ordering.
Kitchen	Open the kitchen screen. A role with only Kitchen, or only Kitchen and Hardware setting, goes straight to the kitchen view.
Adjust tip	Change the tip on a card payment.
Discount	Apply discounts to an order.
Temporary manager access	Acts as a manager in the POS app. The employee can do most actions in this list without having them ticked, sees every employee’s orders, and can open reports. Their PIN approves other employees’ actions, and they can close a shift that has a cash difference. Use Staff Bank, Disable account switch timeout and Disable PIN pad re-entry still have to be ticked.
General manager	Lets the employee use the POS menu and browse screens without clocking in or opening a shift. A shift is asked for only when an action needs one. Allows the order, kitchen, tip, discount, hardware, billable time, batch close, recall and edit-after-payment actions without having them ticked. It doesn’t skip PIN checks, doesn’t override Limit order access based on employee, and doesn’t open reports.
Hardware setting	Open device and hardware settings in the POS app.
Change time service	Edit the billable time of a service on an order.
View report	Open reports in the POS app.
By pass verify pin	Skip the manager PIN prompt for actions the employee is already allowed to do.
Close batch	Close the card batch from the shift screen.
Recall payment	Recall the payment of a completed order.
Use Staff Bank	Marks the employee as a staff bank. The Enter cash count button is hidden for them, and closing their shift doesn’t need a manager’s approval for a cash difference.
Edit order after payment	Edit a paid order.
Disable account switch timeout	Skips the PIN prompt that appears after the Account Switch Timeout time. Set that time in Locations.
Disable PIN pad re-entry	Skips the PIN prompt that appears after each order when Require PIN Re-entry is on. Set that in Locations.

Tip

When an employee tries an action their role doesn’t allow, the POS app can ask for a manager’s PIN. A manager with Temporary manager access can approve it.