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 your staff members a system role, which has preset permissions that cannot be changed, or if on a Pro plan or above, a custom role, which allows you to modify the default permissions of a system role to better fit your needs.

What are the system roles?

There are five system roles in ROLLER. Each system role has its own set of default 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.

Review the permissions for system roles

If you want to see exactly which permissions in ROLLER are enabled for each system role, you can see them 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. Click the options menu (three dots) for a system role. 
4. Click View.
5. The list of role permissions appear. Default permissions enabled for the role are checked.

Change assigned system roles for staff

To change an assigned system 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. Click Save.

Create custom roles

Creating a custom role gives you the ability to modify the permissions that your staff members have in ROLLER. This means that you can tailor the role to fit the specific needs of your staff, and control what they can and can't do in ROLLER.

To create a custom role:

1. From Venue Manager, go to Settings > Staff > Roles.
2. The staff roles page displays a list of roles and the number of active staff members per role.
3. Click the Create role button at the top right of the page.
4. Name the new role and select an Associated role (system role).
   • Choose the system role most similar to the role you want to create.
   • The association is used to inherit any future role permissions created for the system role and provide staff members with appropriate system notifications and announcements.
5. 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.
   
   
6. Once complete, 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. Click Save.

The permissions of all staff associated with the custom role are updated.