How to Create a New Role
A custom role lets you control exactly what a team member can do. Most stores never build one from scratch: pick a template for the job, then adjust it.
Before you start
- The Roles & Permissions add-on is on.
- The Roles · Modify permission.
Steps
Open Roles
Open Configurations → Roles, then tap New Role.
Start from a template
Open the Permissions tab and tap Start from a template. Pick the job, such as Cashier, Manager, Server or Receptionist. The permissions are filled in, and a blank name and description are filled in for you. If boxes are already ticked, you are asked before they are replaced.
Adjust the permissions
Tick or clear permissions. Groups your plan or add-ons do not cover are marked as needing them. You can still tick them, and they start working once the store has them.
Check what it can do
Tap ? beside Start from a template. A plain-language summary lists what the role can and cannot do, such as taking orders or opening the cash drawer. It updates as you tick, so read it before you save.
Name it and save
Name the role, add a description, and tap Save. It now appears in the list and can be given to staff.
What happens next
- The role appears in the Role list for anyone who may give it. Give it from How to Assign a Role.
Edge cases
- Templates are grouped by business type. Everyone: Manager, Assistant Manager, Supervisor, Cashier, Customer Service, Bookkeeper, Marketing, Viewer. Food and drink: Server, Bartender, Host, Kitchen Staff, Crew. Retail: Sales Associate, Stock Clerk, Purchasing. Services: Receptionist, Service Provider, Attendant. Deliveries: Delivery Rider.
- Your own name is kept. If you rename a role and then switch templates, your name stays. Only a name a template filled in is updated.
- Every change permission adds its view permission. Point of Sale, sessions, Hub admin and the store settings have no view permission to add.
- Full Access replaces the rest. If it is ticked, only that is kept.
- A missing supporting permission is the usual cause of a button doing nothing. For example a cashier needs Printers · View to print the receipt.
- No add-on, no effect. Without Roles & Permissions the screens are refused and everyone has full access.
- The gate hints in the editor can be wrong. A group shown as needing an add-on may already be covered. Trust the plan and add-on pages.
Works with
| Add-on or plan | What changes on this page |
|---|---|
| Roles & Permissions add-on | Controls whether roles are enforced. With it on, a staff member may do only what their role allows. With it off, every staff member has full access and the Role field is hidden. Roles stay on file and apply again when the add-on returns. |
| Plan | Permission groups for features your plan does not have, such as Refunds below Starter, are marked and start working when you upgrade. |
| Live sync (Lite and up) | Other devices learn of staff and role changes at once. On lower plans they pick the change up the next time they refresh. |