Roles and permissions

A role is a set of permissions. Everyone on your team has one role, and it decides which areas they see and what they can change. You manage roles in Settings → Users, under Roles.

Access levels

For each area of the dashboard and each group of settings, a role has one level. The role editor shows them as columns, Full, View, Assigned and None, with a dot for each area: click the dot under the level you want.

The role editor starts with Limited view (see below), then lists the areas under Dashboard in the order of the menu, then Settings in the order of the Settings page. Click a column's name, such as View above Settings, to set every row in that group to that level.

Everyone can open the How-to guides, the Help Center and their own Notifications in Settings. Appearance shows the venue's theme to everyone; changing it needs Full Access to Account with Appearance switched on. Demo Data needs Full Access to Account, and only an owner can Clear all. Pulse opens for anyone who can see one of its alerts: tables, chats, tickets, the door or the guest list.

Some areas have extra switches under them once the level allows them, each on its own line with a checkbox right under the level's dot. Ticked always means the role can do it. Click the checkbox, or the switch's name, to turn it on or off:

• Scanner & Clicker → Override pass limits, with Full Access: lets staff Admit anyway when a pass is used up.
• Tables → Money, with View Access, shows prices, minimums, deposits, payments, and refunds. With Assigned Access it is Money and refunds. Turned off, the role sees reservations without any money. Full Access always sees money.
• Tickets → Refunds and Tables → Refunds, with Full Access. Customers → Exports, with Full Access.
• Passes → Issue passes and Refunds, with Full Access.
• Promoters → Record payouts, with View or Full Access: record, edit and cancel payments to promoters, and mark overpayments reviewed. Without it, the role sees Payouts but can't change them.
• Emails → Send to customers, with Full Access: without it, a role can build emails and send tests, but not send or schedule them.
• Account → Venue details, Menus & Packages, Chat, Appearance and Pulse settings: the parts of Account the role opens, at Account's level. All are on for a new role. Turn one off and that part is closed to the role, whatever Account's level: Venue details is Settings → Account, Appearance is changing the venue's theme, and Pulse settings is changing Pulse's checks and thresholds.

Limited view

Limited view is a switch for the whole role, at the top of its permissions. Turn it on for a role that should do its job without seeing guests' contact details or money, such as door staff.

With it on, people with the role:

• See guests' names, but never their email addresses or phone numbers. Where one would be, the dashboard says Hidden or Contact details hidden. A search finds guests by name, order, reservation or pass number, not by an email or phone number typed in.
• See no money: no sales totals, prices, payments, deposits, refunds, fees or payouts, on any page. The amounts are left out before they reach the phone or computer, not just covered up.
• Can't refund, export customers, send table offers in a chat, or ask for a deposit. The Money, Refunds and Exports switches stay off and locked while Limited view is on.
• Don't see Customers: the customer list is guests' emails and phone numbers. The role keeps the level you set and gets it back if you turn Limited view off.
• Open only the Door report in Reports, and neither Payouts nor Report in Promoters, since the others are money. On Events, each night's Stats say Sales are hidden for your role.
• Open passes read-only, with the price Hidden. They can still issue and stop passes.

Statuses still show: a reservation's status with its Deposit requested or Deposit paid badge, and a ticket Refunded or Void. Their phone alerts leave out amounts and contact details too, so a deposit alert says who paid, not how much.

If you are not an owner and your own role has Limited view, you can turn it on for the roles you manage, but not off.

Limited view doesn't hide the prices you set up in an event or in Settings → Tables & Floor Plan: a role that can edit events needs them to set prices.

Scanner & Clicker

Scanner & Clicker is the door, apart from Tickets and Passes, so a door role needs nothing else:

• View Access scans tickets and passes, checks guests in by hand and with Arrive, and counts on the Clicker. It can't void, resend or refund tickets, or reset the door count.
• Full Access also resets the door count and gets the door's alerts. With Override pass limits on, staff can Admit anyway a pass that's used up.

A role made before Scanner & Clicker had its own level keeps what it had: its Tickets level if its old scanner switch was on, otherwise No Access.

Built-in roles

Every venue has an Owner role, with full access to everything. It cannot be edited or deleted. It also has these built-in roles:

To see exactly what a role allows, click it, or the pencil button next to it.

Built-in roles follow VenueStack's updates to them. Once you change a built-in role's permissions, it keeps your settings and stops following updates. A new name, icon, or color alone doesn't stop it. To undo your changes, open the role and click Reset to defaults at the bottom left, then Reset to defaults again to confirm. It then follows updates again.

Create or edit a role

1. Go to Settings → Users.
2. Under Roles, click Create role, or the pencil button next to a role.
3. Type the role's name at the top, and a description under it if you like. Click the square beside them to pick its icon and color.
4. Click the dot under the level you want for each area, and tick any extra switches under it.
5. Click Create role or Save changes. While you edit a role, the number of changes shows beside Save changes, which waits until something has changed.

A new role starts with No Access everywhere. Changes apply to everyone with that role. You can have up to 20 roles of your own; the Owner and built-in roles don't count.

If you are not an owner, you cannot give a role more access than your own role has, or edit or restore a role with more access than yours. You can't change your own role: it opens as View role, without Save changes.

To delete a role, move everyone off it and cancel any invitations to it first, then click the trash button next to it and Delete role. Built-in roles cannot be deleted.

On a phone, each role has the same buttons on its card.

Good to know

• Chats with View Access can read guest chats and leave internal notes, but not reply. Assigned Access sees only the guest chats assigned to them, and replies, shares and ends those as Full Access does; it has no Mine tab, can't assign chats, and gets alerts only for its own. Only Full Access assigns chats.
• Reports → Passes shows to any role with access to Reports, pass money included, unless the role has Limited view.
• Guest List with View Access shows the Guest List page and every night's names. Full Access also approves, declines, takes off, and adds guests. Arrive, which checks a guest in, goes with Scanner & Clicker. Turning a night's guest list on is part of the event, so it needs Full Access to Events. A role made before Guest List had its own level keeps the level it has for Tickets.
• A page a role can't open, reached from a link or a typed address, shows You don't have access inside the dashboard, with a button to the first area the role can open.
• The dashboard opens on the first area a role can see: Events, then Tables, Tickets, Scanner & Clicker, Guest List, Reports, Customers, Passes, Marketing, Chats, Promoters, and finally account or Settings.