Staff Roles and Permissions

What this feature does

The Staff Roles and Permissions system controls what each team member can see and do within your dashboard. By assigning different roles to your team members, you can give them just the right level of access they need to do their job, while keeping sensitive business information secure. Each role comes with a specific set of permissions that determine which pages they can visit and what actions they can perform.

Who it is for

This feature is essential for business owners and managers who want to maintain control over their business operations while empowering their team. If you're delegating responsibilities to different people—like having a manager handle inventory while front-line staff focus on orders—this system ensures everyone has the access they need without compromising your business security.

When to use it

Think about roles and permissions when:

• You're hiring team members with different levels of responsibility

• You want to protect sensitive financial or business information from unauthorized access

• You need to delegate specific tasks like product management or order fulfillment

• You're setting up different access levels for managers versus general staff

• You want to ensure team members only see information relevant to their job

Key concepts

Owner/Admin Role This is the highest level of access, typically reserved for business owners and trusted managers. Admins can create and update everything in the system—venues, product catalogs, menu items, order entry points, and staff accounts. They can also delete items and access all financial information. If you created the account, you automatically have admin access.

Manager Role Managers have substantial control over daily operations but with some limitations compared to admins. They can create and update product catalogs, menu items, entry points, and staff accounts. They can view and manage orders, but they cannot create or delete entire venues. This role is perfect for trusted supervisors who run day-to-day operations.

Staff Role This is the most limited access level, designed for team members who primarily interact with customers and fulfill orders. Staff members can view and manage incoming orders, update order statuses, and handle customer service tasks. They cannot access business settings, financial data, or make changes to product catalogs and venue information.

Permission Levels These are the specific capabilities attached to each role. For example, "create products" is a permission that managers and admins have, but regular staff don't. Permissions ensure team members can only perform actions appropriate for their position.

Role Assignment When you create a new staff account or send an invitation, you select which role that person will have. This immediately determines what they can do once they log in. You can change someone's role later if their responsibilities change.

Access Restrictions Based on their role, team members will only see menu items and pages they're allowed to access. For example, a staff member won't even see the "Settings" or "Reports" sections in their navigation menu, making the dashboard simpler and less confusing for them.

Common questions

What's the difference between admin, manager, and staff roles?

Think of it as levels of trust and responsibility. Admins (owners) have complete control and can change anything, including creating new venues and managing all team members. Managers can handle most operational tasks like updating menus, creating products, and managing orders, but can't modify venue-level settings or delete major components. Staff have the most limited access—they can view and fulfill orders but can't change business settings or product information.

Can I change someone's role after I've assigned it?

Yes, you can update a team member's role at any time. Go to the Staff page, click on the person's profile, and select a new role from the dropdown menu. The change takes effect immediately, so they'll have their new permissions the next time they log in.

What can staff members see in their dashboard?

Staff members primarily see the orders dashboard and can manage incoming orders. They can view order details, update order statuses (like marking an order as "preparing" or "ready"), and access customer information related to orders. They won't see business settings, financial reports, venue management, or product catalog editing options.

Should I make someone a manager or keep them as staff?

Make someone a manager if you trust them to handle inventory, update menu items, create promotional content, and manage other staff members. Keep someone as staff if their primary job is taking orders, fulfilling customer requests, and providing service. As a general rule, if they need to make business decisions or change what's offered to customers, they need manager access.

Can staff members see financial information or payment details?

No, staff members cannot access financial reports, revenue dashboards, or detailed payment information. This sensitive data is only visible to admins and managers. Staff can see basic order amounts when processing orders, but they won't have access to overall sales reports or settlement accounts.

Is there a way to customize permissions beyond these three roles?

Currently, the system uses these three standard roles. Custom permission settings are planned for future updates. For now, choose the role that most closely matches each team member's responsibilities. If someone needs access that doesn't quite fit, consider whether promoting them to the next role makes sense for your business structure.