Staff roles allows you to manage the access permissions and privileges of staff members using ROLLER.
By assigning a staff member a role, you enable and restrict their access to functionality within different areas of ROLLER.
System roles
The default system roles in ROLLER are Administrator, Manager, POS Operator, Booking Agent and Dashboard. Each role has its own set of default permissions.
To view permissions for each system role:
- From Venue Manager, go to Settings > Staff > Roles.
- The roles for your venue appear showing how many active members there are per role.
- Click the options menu for a system role (three dots).
- Click View.
- The list of role permissions appear. Default permissions enabled for the role are checked.
Default system roles cannot be edited, only assigned to staff members. To customize a role for a staff member & give them additional role permissions, you'll need to create a new custom role.
Create custom roles
Custom roles allow you to create your own roles and permission levels for staff.
To unlock custom roles with a Pro plan or above, contact your account manager or the support team.
To create a custom role:
- From Venue Manager, go to Settings > Staff > Roles.
- The staff roles page will display a list of roles and the quantity of active staff members per role.
- Click the + Create role button in the top right.
- Name the new role and select an Associated role to a system role (Administrator, Manager, Booking Agent, POS operator or Dashboard).
This association is used to inherit any future role permissions that are created and provide staff members with appropriate system notifications and announcements. - Modify the permissions of the role as required.
You can select or deselect a group of permissions using the Select: All / None toggle options. - Once complete, click Save Changes at the bottom of the page to publish the role.
To edit an existing staff member's custom role permissions:
- From Venue Manager, go to Staff > All roles.
- Click the options menu (three dots) for a custom role. You can only edit permissions for custom roles you have created.
- From the drop-down, choose Edit.
- Enable or disable permissions as required.
Role permissions
The sections below define the staff permission options you can enable using custom roles to have access to specific features and functions in:
Venue Manager
Bookings
POS
Venue settings
Reporting
Venue Manager
Administrators and managers have all venue manager permissions enabled by default. View the default permissions for other roles by going to Settings > Staff > Roles.
| Can create products | Staff member can create and publish any product type from within Venue Manager |
| Can edit products | Staff member can edit any exisiting product type from within Venue Manager |
| Can edit schedules | Staff member can create, edit and delete any existing schedule from within the Venue Manager |
| Can access waivers | Staff member can access and view exisiting waivers, and send new waivers from within Venue Manager |
| Can access Time Tracker | Venue manager can access shift tracker |
| Can access checkout builder | Staff member can access and use Checkout Builder from within Venue Manager |
| Can access inbox | Staff member can access and view inbox messages from within Venue Manager |
| Can access dashboard | Staff member can access and view the Venue Manager Dashboard which contains booking overviews, revenue generated and available products for sale |
| Can hide (make private) and close off products | Staff member can hide products from the sales pages or close them off from further bookings |
| Can archive products | Staff member can archive products making them unavailable for sale and hidden from the products list under 'Manage' |
| Can edit email templates | Staff member can change email templates in Venue Manager |
| Can access GX Scores | Staff member can access GX Score responses from guests and view the GX Score dashboard |
Bookings
Administrators and managers have all bookings permissions enabled by default. View the default permissions for other roles by going to Settings > Staff > Roles.
| Can view and export bookings | Staff member can access and view all current bookings and export them as .csv files |
| Can make bookings | Staff member can access and make new bookings for any product |
| Can edit bookings | Staff member can access and edit any exisiting bookings |
| Can edit past bookings | Staff member can edit any past bookings |
| Can cancel bookings | Staff member can cancel any existing bookings |
| Can resend booking emails | Staff member can trigger email notifications to be resent for a guests booking |
| Can manage memberships | Staff member can manage membership bookings, including applying credits, cancelling and pausing memberships. |
| Can adjust contacts | Staff member can make adjustments to any contacts within a booking |
| Can create invoices | Staff member can generate and email invoices to guests for their booking(s) |
| Can edit booking product cost | Staff member can change product cost on booking items |
| Can refund | Staff member can issue a refund for a booking within the VM |
| Can overbook capacity | Staff member can overbook capacity without manager authorization |
POS
View the default permissions for all staff roles by going to Settings > Staff > Roles.
| POS Admin | Staff member can administer POS |
| Require strong POS PIN | POS PIN must be at least 8 characters long |
| Can access POS | Staff member can log in to the POS |
| Can cash in/out POS till | Staff member can add or remove cash from a current till session |
| Can edit reconciled till session | Staff member can edit a reconciled past till session |
| Can adjust POS settings (device & hardware) | Staff member adjust settings included under the 'Device' and 'Hardware' tabs within POS settings |
| Can issue refunds | Staff member may issue a refund to the guest from within the POS |
| Can sell open products | Staff member may sell open products in the POS |
| Can create unpaid POS bookings | Staff member may create unpaid bookings in the POS |
Venue settings
Administrators have all venue settings permissions enabled by default. View the default permissions for other roles by going to Settings > Staff > Roles.
| Can access account details | Staff member can access and adjust Account Details from within the Venue Manager |
| Can access site content | Staff member can access and adjust Site Content within the Account Details section within the Venue Manager |
| Can access payment settings | Staff member can access and adjust Payment Settings within the Account Details section within the Venue Manager |
| Can access pos device settings | Staff member can access and adjust POS Device Settings from within the Venue Manager |
| Can access discount code settings | Staff member can access and adjust Discount Code settings from within the Venue Manager |
| Can access segment settings | Staff member can access and adjust Segment settings from within the Venue Manager |
| Can access staff settings | Staff member can access and adjust Staff Member settings from within the Venue Manager |
| Can access support services | Staff member can access support services. |
| Can access external service settings | Staff member can access and adjust external services settings from within the Venue Manager |
| Can access forms | Staff member can access and manage forms |
| Can define product email attachments | Staff member can define email attachments for products |
| Can access resources | Staff member can access and manage resources |
| Can access GX score settings | Staff member can access and adjust GX Score settings |
Reporting
Administrators have all reporting permissions enabled by default and managers have all except the ability to manage scheduled reports. To enable for other staff members, you'll need to create a custom role.
| Can manage reporting categories | Staff member can create, edit and delete categories, assign products and GL codes to these reporting categories |
| Can manage Scheduled reports | Staff member can create, edit and delete schedules to automatically distribute reports by email |
| Can access Accounting reports | Staff member can access financial accounting reports such as Deferred revenue, Revenue recognition and Ledger summary |
| Can access Guests reports | Staff member can access guest reporting such as Attendance, Membership data and Attendance by ticket |
| Can access Operations reports | Staff member can access management reporting such as Capacity, Discount use and Till reconciliation |
| Can access Sales reports | Staff member can access Sales reporting such as Bookings reports, Invoices, Product sales and Gift card sales |
| Can access Summary reports | Staff member can access Daily summary report containing daily performance data |
| Can access Transactions reports | Staff member can access Transaction reporting such as Payments, Refunds, Transactions by channel and Booking balance reports to reconcile funds processed |