Manage staff permissions and roles

You can manage your staff's permissions in ROLLER by assigning them specific roles. This means that you can control what your staff can access and do in ROLLER.

You can assign staff members a system role with fixed permissions or, if you're on a Pro plan or higher, a custom role. Custom roles let you tweak the default permissions to better suit your needs.

What are the system roles?

There are five system roles in ROLLER. Each system role has its own set of permissions. The permissions for system roles can't be edited. You can only assign the system role to staff members with the fixed set of permissions. 

System role	Permissions
Administrator	Can access everything in ROLLER
Manager	Can access everything except for online checkout settings, reconciled till sessions editing, account details, staff settings, payment settings, integration settings, GX score settings and scheduled reports.
Booking agent	Can manage bookings in Venue Manager and access POS
POS operator	Can only access and use POS to serve your guests and process transactions.
Dashboard	Can view the dashboard in Venue Manager which contains booking overviews, revenue generated and available products for sale.

Permissions for system roles

You can also see system permissions in Venue Manager.

1. From Venue Manager, go to Settings > Staff > Roles.
2. The roles for your venue appear showing how many active members there are per role. System roles are easily identifiable with the lock icons.
3. Select the options menu (three dots) for a system role. 
4. Select View.
5. The list of role permissions appear. The permissions available for the role are checked.

Change roles for staff accounts

To change an assigned role for a staff account:

1. From Venue Manager, go to Settings > Staff > All staff. A list of all staff accounts appears.
2. For the staff member you want to change the system role for, select the options menu (3 dots).
3. Select Edit.
4. From the role drop-down, select the new system role for the account.
5. Select Save.

Create custom roles

Creating a custom role in ROLLER lets you fine-tune staff permissions. This way, you control what each staff member can or can't do in the system, as you can't edit the permissions for system roles.

To create a custom role:

1. From Venue Manager, go to Settings > Staff > Roles.
2. Select Create role button at the top right of the page.
3. Name the new role and select an Associated role (ie system role).
   
   
   • Choose an associated role that is most similar to the role you want to create.
   • The association will be used to inherit any future role permissions created.
     
     
4. Scroll down to modify the permissions of the new role as required.
   
   You can select or deselect a group of permissions using the Select: All / None toggle options.
   
   
5. Select Save Changes to publish the role.

Once created, assign the custom role when creating a new staff member or editing an existing staff account.

Edit custom role permissions

1. From Venue Manager, go to Settings > Staff > Roles > All roles.
2. Select the options menu (three dots) for a custom role, then select Edit. You can only edit permissions for custom roles.
3. Enable or disable permissions as required. 
4. Select Save.

The permissions of all staff assigned to the custom role are updated.