Roles and permissions

A role is a named set of permissions. It controls what a staff member can do on the terminal when they sign in with their staff passcode. You build roles once, then assign one to each staff member.

Staff must be switched on for your account for this to appear. If you don't see it, ask your account manager.

Where to find it

From the sidebar, open Staff Roles under the Staff section.

What a role controls

A role gates what someone can reach on the device — not the back-office portal. Each capability is its own checkbox: tick the things the role is allowed to do; anything left unticked stays locked for that person on the terminal.

Who can change roles

Adding, changing or deleting a role needs a login that is allowed to edit staff. The account owner and admins always can.

Someone who can only view staff still sees the list and can open a role to read what it allows, but there is no Add, Save or Delete for them. If that is you and a role needs changing, ask whoever manages your team.

Start with a ready-made role

If you are setting up for the first time, you don't have to build every role by hand. At the top of the Staff Roles page, Start with a ready-made role offers four:

• Manager — runs the venue: refunds, reports, end of day and settings.
• Supervisor — runs a shift: refunds, voids, discounts and the cash drawer. No settings.
• Server — takes orders and payments. No refunds or voids.
• Kitchen — works the kitchen screen. No payments.

Each card lists exactly what the role can do. Press Create on the ones you want, or Create all four to add them in one go. A role you already have shows Added, and the section disappears once you have all four.

A ready-made role is only a starting point. Once created it is an ordinary role: open it from the list to rename it, change its ticks or delete it. Manager and Supervisor can apply every discount you have at the moment you create them; change that on the role if you want to narrow it.

No ready-made role includes Ring up Misc Food & Drink, Merge bills or Table management. Tick those yourself on the roles that should have them.

If you don't see the section, either you already have all four roles or your login is not allowed to change staff.

Create a role

1. 1

   Name it

   Give the role a clear name, like "Server" or "Shift manager". A short description is optional.

2. 2

   Tick what it can do

   Work through the capability checkboxes (grouped, below) and tick the ones this role should have. Each is a separate tick — there's no single group-level toggle.

3. 3

   Add role

   The role is saved and ready to assign to staff members.

To change a role later, open it from the list. The list also shows how many staff members are on each role.

The capabilities

Capabilities are grouped to make them easier to scan. The exact checkboxes are:

• Orders & menu — Ring up items · Open tabs & orders · Recent orders & receipts · Switch menu · Ring up Misc Food & Drink. Ring up Misc Food & Drink lets someone use the till's Misc Food and Misc Drink buttons, where they type what the item is and what to charge. It is not ticked on any role until you tick it, including roles that existed before it was added. It only does anything if Misc Food & Drink is switched on for your account and set up in Settings, Store settings, Misc charges.
• Tables & service — Floor plan & tables · Bookings · Merge bills. Merge bills lets someone put two tables (or a table and a bar tab) onto one bill from Quick Actions. It is not ticked on any role until you tick it, including roles that existed before it was added — folding one party's bill into another's is a floor-manager job, so we leave it off until you decide who gets it.
• Payments & money — Take cash payments · Split the bill · Part payments · Apply discounts · Refunds · Void items · Record wastage · Print receipts · Run end of day. (Part payments joined the list on 1 August 2026, and Run end of day on 14 September 2026; every role that existed before each of those dates has it ticked, so nothing changed for your staff unless you untick it. Run end of day covers the blind end-of-day cash count on the till — see Cash drawer for setting the method up.)

• Device control — Device settings · Switch modes.
• Till admin — General & training mode · Cash drawer · Card machine · Reports · Batches · Pause the kitchen · Set product availability · Kitchen orders (see, resend & reprint) · Table management. One tick per section of the till's Till admin screen. Set product availability only matters once product availability counts are switched on for your business — it lets someone set, top up or remove "10 left" counts on products from the till's Availability section. Kitchen orders lets someone see every order sent to the kitchen, whether it arrived, and send it again or print it at the till. It starts ticked only on roles named like a manager (Manager, Owner, Supervisor, Admin, GM, Head…). Table management opens the till's Tables section, where a manager closes a stuck table or reopens a closed bill. It is off on every role, Manager included, until you tick it. See Who can see what in Till admin.
• Time & attendance — View timesheets (the time-clock kiosk's "view full timesheet" button).
• Overrides — Staff override (a manager-style override on someone else's table).

Worked example: payments but not refunds

A common request is a waiter who can take payment but not issue refunds. Because each capability is its own checkbox:

• Under Payments & money, tick Take cash payments.
• Leave Refunds unticked.
• Set the others (Split the bill, Apply discounts and which discounts, Print receipts…) as needed.

A note on newer capabilities

A few capabilities are listed so you can write roles ahead of time but aren't enforced on every device yet — for example Void items and Staff override. You can tick them now; they take effect as the matching device feature ships.

What's next

• Assign a role to your team — Staff members.
• Walk the whole setup in order — Set up a new team member.
• Carry a role onto a shift — Shifts.