Set staff roles and permissions
Console: Settings → Business settings → Roles & permissions. For the
business owner or authorised access manager. A role's name does not establish
its permissions: a role named Manager can be configured differently in each
business.
Create or edit a role
- Open an existing role, or select Add role and enter a clear role name.
- Choose the actions required for that job. Use an existing role as a starting
point where offered, then review the individual permissions.
- Review stock permissions separately when adding counting, purchasing,
receiving, adjustment, or transfer responsibilities.
- Use Save role, then reopen it and verify the selected permissions.
- Assign it in the employee's Profile. Check the employee's
active status and allowed locations as well.
A Master role receives every permission automatically, rather than a
selected subset. Use it only when that broad access is intended. Enabling it is
not a shortcut for solving one missing action.
Check the complete access combination
| Check | Why it matters |
|---|
| Employee status | Disabled access is not fixed by changing a role name |
| Assigned role | The saved permission set determines supported actions |
| Location access | A person can have the right action but be at the wrong location |
| Feature availability | Permission does not enable a feature absent from the account or release |
| Current device state | A stale or unsynchronised device can differ from saved settings |
Test the intended tasks through the person's normal account and location. Do not
borrow a manager's PIN to work around missing access. Ask the authorised access
manager to make the specific correction, then verify it.
Understand missing and view-only actions
After sign-in or a role change, the app may still be loading the person's role.
Wait for synchronisation before treating a loading screen as a permission
decision. A no-access message means the current role cannot use that surface;
View only means the person can read it but cannot make the changes offered
to an authorised manager.
Review the specific job rather than granting broad access:
| Staff task | Permissions to review in the role |
|---|
| Look up past orders | View order history; payment history is a separate permission. |
| Look up payments | View transactions; viewing payments does not grant refunds or order changes. |
| Read a daily report | View place daily reports. |
| Open or close a trading day | Manage place daily reports; review report-viewing access separately. |
| Record a stock count | View stock and Manage stock counts. |
| Approve a stock count | View stock and Approve stock counts; counting access alone does not grant approval. |
| Record a delivery or upload its invoice | View stock and Manage receiving. |
| Create a purchase order | View stock and Manage purchasing; purchase approval is a separate responsibility. |
These are action-level checks, not a complete role template. Entry screens,
location assignments, account features, and the current release can impose
additional requirements. Test the person's full route to the task after saving
the role. Give the kitchen, receiving team, shift leader, and accounting reviewer
the access their actual responsibilities require.
Changing a role does not settle a payment, approve a count, finish a shift, or
resolve pending device work. Verify those outcomes through their own workflows.
Delete or discard carefully
Discard drops unsaved role edits. Delete role is permanent and its
confirmation explains that employees using the role need reassignment. Review
those employees and arrange their replacement access before confirming.
If roles fail to load, the screen cannot verify who can access the business. Use
the retry path and preserve existing assignments; do not recreate roles from an
empty error view. After an uncertain save, reopen before repeating it. Escalate
with role, intended action, affected location, observed restriction, and the
exact error. Never include staff credentials in the report.