What each role can do

What this is for

The reference. When you're on the roles screen wondering what a tick box actually does, this is the page.

Most permissions come as a set of four — Create, Show, Update, Delete — for a thing. Show is the one that decides whether the screen appears at all: without it, the rest don't matter.

Menu

Permission	Unlocks
Menu	Create, view, edit and delete menus.
Menu Item	The dishes themselves, including prices.
Item Category	Categories within a menu.
Export Menu Item	Exporting the menu to a file.

Update Menu Item is price control. Keep it with owners and managers.

Tables and reservations

Permission	Unlocks
Area	Seating areas and floors.
Table	Tables, codes and capacities.
Reservation	Creating and managing bookings.
Manage Waiter Request	Seeing and clearing call-waiter requests.

Orders and the POS

Permission	Unlocks
Order	Creating, viewing, editing and deleting orders.
Manage KOT	Sending and managing kitchen tickets.
Delete Item After KOT	Removing an item that's already gone to the kitchen.
Bill and Payment	Billing an order and taking money.
Add Discount on POS	Applying discounts at the till.
Show Restaurant Open/Close	The manual open and close control.

Two to think hard about:

• Delete Item After KOT — food ordered, then removed from the bill. It's recorded with a reason, and it's still the most common route to loss.
• Add Discount on POS — money off, at the operator's discretion.

Customers

Permission	Unlocks
Customer	Creating, viewing, editing and deleting customer records.

Delete Customer can remove order history along with the customer. Restrict it.

Staff and drivers

Permission	Unlocks
Staff Member	Adding and managing staff.
Delivery Executive	Adding and managing drivers.

Anyone who can create staff can create an account with any role. Treat it as an admin permission.

Money

Permission	Unlocks
Show Payments	Seeing payments against orders.
Refund Payments	Processing refunds.
Expense	Recording and managing expenses.
Expense Category	The categories expenses are filed under.
Vendor	Suppliers and vendors.

Reports

Permission	Unlocks
Show Reports	The reports section.
Export Report	Downloading report data.

Most restaurants keep these to management. Your reports contain your margins and your supplier costs.

Settings

Permission	Unlocks
Manage Settings	The settings section — taxes, charges, receipts, printers and the rest.
Change Branch	Switching between branches on a multi-site account.
Theme Setting	Appearance.

Manage Settings is broad. It reaches tax rates and service charges, which change every bill.

Kitchen

Permission	Unlocks
Kitchen Place	Defining kitchens and stations, and routing items to them.

Add-on permissions

These appear only when the matching add-on is on your plan.

Stock & Recipes — Inventory Item, Inventory Movement, Inventory Stock, Inventory Report, Inventory Settings, Unit, Recipe, Batch Recipe, Produce Batch, Batch Inventory, Purchase Order, Supplier.

Cash Register — Log Cash Register, Open Cash Register, Close Cash Register, Approve Cash Register, View Cash Register Sessions, View Cash Register Reports, Manage Cash Denominations, Manage Cash Register Settings.

Keep Approve Cash Register away from the people who count the drawer. See Cash register and shift handover.

Multiple Terminals — Manage MultiPOS Machines.

Messaging — SMS settings.

Hotel & Rooms — front desk, rooms, room types, rate plans, reservations, check-in and check-out, folio (including discounts and adjustments), guests, housekeeping, room service, banquet and venues.

Within the hotel set, Apply Hotel Folio Discount and Apply Hotel Folio Adjustment change what a guest is billed. Treat them like refund permissions.

A quick sanity check

Pick a role and answer four questions:

1. Can they change what things cost? (menu item update, discount, settings)
2. Can they make money leave? (refund, delete order, folio adjustment)
3. Can they remove evidence? (delete order, delete item after KOT, delete customer)
4. Can they approve their own work? (cash register approval, settlement approval)

Any surprising yes is worth a second look.

Good to know

• Permission names in the product match the names here.
• A role change takes effect immediately.
• Show is the gate. Without it, the screen isn't there.
• Some sections need both the permission and the add-on. See Why can't I see this screen?

Next

Your team is set up. Next is the money — payments and payment methods.