Understanding Permissions

When you create an AI Connection, you decide exactly what the AI tool can read. This guide explains each permission in plain language so you can grant only what the AI needs — and no more.

Store Info

Permission code: read:store

Gives the AI access to your store's profile, staff list, and general settings. Use this when you want the AI to know who works at your store, what the store is named, or how it is configured.

What the AI can see:

• Store name, address, and contact info
• Staff members and their roles
• Store preferences and settings

Example questions:

• "Who are the staff members at my Cebu branch?"
• "What service modes does my store support?"

Orders

Permission code: read:orders

Gives the AI access to your order history, including line items and statuses. This is the foundation for almost every business question an AI assistant can answer.

What the AI can see:

• Order history (filter by date, store, status)
• Line items on each order
• Order status: New, Processing, Ready, Completed, etc.

Example questions:

• "How many orders did I process yesterday?"
• "Show me all canceled orders this week."
• "What is my average order value for dine-in customers?"

Reports

Permission code: read:reports

Gives the AI access to sales reports, transaction summaries, and analytics. Pair this with Orders for the most powerful business-analysis persona.

What the AI can see:

• Sales reports by date range
• Transaction summaries
• Analytics and aggregated metrics

Example questions:

• "What was my total revenue last week?"
• "Show me a sales summary for March."
• "Which day of the week has the highest revenue?"

Products

Permission code: read:products

Gives the AI access to your product catalog and everything that configures it. Use this when you want the AI to answer questions about what you sell — and grant it alongside Catalog Import, so the AI can check what you already have before proposing an import and verify what it created afterwards.

What the AI can see:

• Product catalog (name, description, category)
• Prices and pricing tiers
• Product attributes and modifiers
• Categories, modifier groups, and tax rates
• Discounts and order charges you've set up
• Your bookable services menu (the specialists assigned to each one are only
  included if you also grant Staff performance)

Example questions:

• "What products cost more than ₱500?"
• "List all products in the Beverages category."
• "What categories do I already have?"
• "Am I already running a Senior Citizen discount?"

Customers

Permission code: read:customers

Gives the AI access to customer profiles and purchase history. Use this for customer-insights and loyalty questions.

What the AI can see:

• Customer profiles (name, contact, address)
• Purchase history per customer
• Customer loyalty data (if enabled)

Example questions:

• "Who are my top 10 customers by total spend?"
• "How many repeat customers do I have?"
• "Show me the purchase history for customer Juan Dela Cruz."

Inventory

Permission code: read:inventory

Gives the AI access to stock levels and inventory locations. Use this for operational questions about what needs to be restocked.

What the AI can see:

• Stock levels per product
• Inventory locations
• Stock status (in stock, low, out of stock)

Example questions:

• "What products are running low right now?"
• "How much stock do I have for SKU ABC-123?"
• "List all out-of-stock products."

Financials

Permission code: read:financials

Gives the AI access to sensitive financial figures: cost of goods sold, gross margin, expenses, tax, cash variance, valuation, and profit-and-loss. Grant this only to AI tools you trust to handle revenue-level numbers.

What the AI can see:

• COGS, gross margin, and inventory valuation
• Expense entries and category breakdowns
• Tax summaries and payment reconciliations
• Cash variance, session variance history, and P&L snapshots

Example questions:

• "What is my gross margin by product category for last month?"
• "Show me the cash variance trend across the last 30 closed sessions."
• "Which expense categories grew the most this quarter?"

Operations

Permission code: read:operations

Gives the AI access to operational data: cashier sessions, events and bookings, and kitchen-display performance. Pair this with read:orders for end-of-shift and service-flow questions.

What the AI can see:

• Currently open cashier session and historical session totals
• Events, bookings, and staff schedules
• Kitchen Display System (KDS) ticket throughput and timing

Example questions:

• "How is the kitchen pacing today compared to last Friday?"
• "What is the status of the current cashier session?"
• "Which upcoming bookings need confirmation?"

Staff

Permission code: read:staff

Gives the AI access to per-staff sales, refunds, and discount activity. This includes employee names alongside performance figures, so treat it like PII.

What the AI can see:

• Per-staff sales totals and order counts
• Refund and discount activity attributed to staff
• Staff profile fields used in performance reports

Example questions:

• "Who are my top 3 staff by sales this week?"
• "Which staff member issued the most discounts last month?"
• "List orders handled by staff member Maria."

Catalog Import (write)

Permission code: write:catalog

Lets the AI import a catalog for you — you share a menu photo, price list, or supplier catalog with your AI assistant, it extracts the items, shows you a preview of exactly what would be created, updated, or skipped, and only writes to your catalog after you approve the preview in the chat. Nothing is ever deleted, and existing items are never overwritten unless you explicitly ask for updates.

It can also set up discounts (like a Senior Citizen 20% discount) and named charges (like a 10% service charge) from the same document. It only fills in the name and rate — things a poster never states, such as how long a promo runs or how many times it can be used, are left for you to set in the app.

What the AI can do:

• Create categories, products, services, modifier groups, taxes, discounts, and charges from a document you share
• Show a create/update/skip preview before anything is written
• Import everything in one all-or-nothing transaction after your approval

Example requests:

• "Here's a photo of my menu — import it into my catalog."
• "Import this supplier price list, but don't touch anything that already exists."

Because this permission writes data, the approval screen always shows it as a checkbox you can untick — grant it only to AI tools you trust.

Expense Import (write)

Permission code: write:expenses

Lets the AI record expenses from receipts. You share photos of receipts, an invoice, or a statement; the AI reads the amounts and dates, shows you a preview of every expense it would record, and only writes them after you approve the preview in the chat.

Imported expenses always arrive as Pending. Someone still has to approve each one in the app, exactly as if it had been typed in by hand — the AI can record spend, but it can never approve it.

What the AI can do:

• Create expense records from documents you share
• Match each one to an expense category and payment method you already use
• Show a preview with the total before anything is written

Example requests:

• "Here are photos of this week's receipts — record them as expenses."
• "Import the expenses from this supplier invoice."

The AI never creates new expense categories. If a receipt doesn't match a category you already have, it will ask you which one to use.

Requires the Expenses add-on. Because this permission writes data, the approval screen always shows it as a checkbox you can untick.

Booking Import (write)

Permission code: write:bookings

Lets the AI create appointments and table reservations from something you share — a day's worth of messages, a paper booking sheet, a spreadsheet from an event. It reads the names, times, and services, shows you a preview of every booking it would create, and only writes them after you approve the preview in the chat.

Customers are never notified automatically. No email and no SMS is sent for an imported booking, so nobody gets a surprise confirmation for a time you haven't checked. You confirm with them yourself.

What the AI can do:

• Create appointments (with a service and, optionally, a specialist)
• Create table reservations (with a party size and, optionally, a table)
• Show a preview with every date and time before anything is written

Example requests:

• "Here are today's booking messages — add them to the calendar."
• "Import the reservations from this spreadsheet."

Availability is checked at the moment the bookings are written, not when the preview is made — so if someone takes one of those slots while you're reviewing, the whole import is refused rather than half-booked. Re-run it and the AI will show you the conflict.

Because this permission writes data, the approval screen always shows it as a checkbox you can untick.

Inventory Import (write)

Permission code: write:inventory

Lets the AI set up suppliers and prepare purchase orders. You share a supplier list or a quote, the AI reads it, shows you a preview, and writes it after you approve.

Purchase orders are always created as drafts. The AI does the typing; you place the order in the app. It also never changes your stock levels and never receives an order — those stay manual actions, because they're the ones that need a manager's sign-off in stores that require it.

What the AI can do:

• Add new suppliers, or fill in details on suppliers you already have
• Prepare a draft purchase order with line items, quantities, and unit costs
• Show a preview with the order total before anything is written

What the AI cannot do:

• Place a purchase order (you do that)
• Adjust stock levels or receive a delivery
• Create products — it can only order items already in your catalog

Example requests:

• "Here's my supplier list — add them all."
• "This is a quote from Acme Trading. Draft a purchase order from it."

If a line on the quote doesn't match anything in your catalog, the AI will tell you rather than invent a product. Import the catalog first, then order from it.

Requires the Inventory add-on. Because this permission writes data, the approval screen always shows it as a checkbox you can untick.

Connecting a Whole Organization

If you run several stores under one organization, you can connect an AI assistant to the organization instead of a single store. The approval screen tells you which you're being asked for — it names the organization and how many stores it covers, because that is a much bigger grant than one store.

What an organization connection can do:

• Compare sales across every store in the group
• Show where your stock is across branches
• Show transfers moving between branches

What it cannot do:

• It cannot change anything. An organization connection is read-only — no imports, no edits, no transfers.
• It cannot do per-store work. Orders, catalog, expenses, and bookings still need a connection to that store. Connect both if you want both.

Who can approve one: only the organization's owner or an admin. Members and billing users are refused — being able to pay the invoices isn't a reason to see every branch's margins.

Access is re-checked on every request, so if someone's admin role is removed their AI connection stops working immediately, without waiting for anything to expire.

Who Is Allowed to Connect an AI at All

Before any of the permissions below matter, someone has to be allowed to connect
an AI assistant in the first place. That is its own role permission — AI Connections → Connect in the role
editor.

• Store owners and organization admins always have it.
• Everyone else needs it granted. A cashier or delivery rider cannot attach
  an AI to your store until an owner ticks it on their role.

If a staff member reaches the approval screen and is told their role doesn't
permit connecting an AI, that's this permission — grant it under Configurations
→ Roles, on their role, under AI Connections.

Letting a Manager Look After Connections

Connecting is one permission; managing connections is three more, all under
AI Connections in the role editor. Tick the one that matches how much you
want to hand over:

Ticking Connect, Modify, or Delete adds View automatically — there is no
point in granting an action on a screen someone cannot open.

View is the one most owners want to share. Without it, you are the only
person who can see what is connected to your store, so nobody else can spot an
assistant that should not be there. Pair it with Delete if you want a
manager able to cut one off without waiting for you.

This only applies when your store has the Roles & Permissions add-on. Without
it, every staff member can connect, the same as before.

Your Own Role Limits What You Can Grant

You can only give an AI assistant permissions you already have. On the approval screen, any permission your role doesn't cover appears greyed out with "Not available for your role" — you can still approve the rest.

The same rule applies while the AI is working: if a manager changes your role later, the AI's access changes with it immediately — you don't need to disconnect and reconnect. If the AI reports that it isn't allowed to do something you expected, ask a store owner to adjust your role.

This only applies when your store has the Roles & Permissions add-on. Without it, every staff member has full access, so nothing is greyed out.

Choosing the Right Permissions

You don't need to grant every permission. Match the permissions to the persona you want the AI to play.

The Principle of Least Privilege

Fewer permissions means:

• A smaller impact if credentials are ever compromised.
• Less data the AI can accidentally reference when answering unrelated questions.
• Cleaner audit trails when reviewing what the AI has accessed.

You can create multiple AI Connections with different permission bundles and revoke them independently. There is no limit on the number of connections per store.