---
title: "Create and manage HQ-managed roles"
slug: "create-and-manage-hq-managed-roles"
updated: 2026-06-24T17:29:04Z
published: 2026-06-24T17:29:04Z
canonical: "mysupport.roller.software/create-and-manage-hq-managed-roles"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://mysupport.roller.software/llms.txt
> Use this file to discover all available pages before exploring further.

# Create and manage HQ-managed roles

Managing staff permissions across multiple venues can be time-consuming and inconsistent. HQ-managed roles let you create custom roles in your HQ account and use them across multiple venues. This ensures staff permissions are consistent, up to date and centrally controlled. Unlike system roles (fixed) or local custom roles (venue-specific), HQ-managed roles give you flexibility and standardization.

> [!CAUTION]
> HQ subscription
> 
> Available for all HQ venues. Contact your customer success manager or the [support team](/v1/docs/contact-roller-support) to get started.
> 
> [Learn more](https://www.roller.software/products/hq-add-on/)

## How HQ-managed roles work

1. Create HQ-managed [custom roles](/v1/docs/create-and-manage-staff-roles-and-permissions) once in HQ.
2. Make them available in selected venues using [staff groups.](/v1/docs/create-and-manage-hq-staff-groups)
3. Assign them to staff created in HQ or at managed venues.
4. Any changes you make to an HQ-managed role automatically update for all staff assigned to that role in every venue.

For example, create an HQ-managed “Shift Supervisor” role with permissions to edit bookings in Venue Manager and close tills from POS.

## Create HQ-managed roles in your HQ account

You first must create the HQ-managed role in your HQ account.

1. In your HQ account, from Venue Manager, go to **Settings** > **Staff** > **Roles**.
2. Select **Create** **role**.
3. Enter a role name.
4. Choose a system role to base it on (eg Administrator, Manager, POS operator).
5. Select the venues where this role should be available using staff groups.
6. Adjust the [list of permissions](/v1/docs/permissions-by-feature-and-role) by enabling/disabling options.
7. Select **Save**.

To see how roles appear in a managed venue: Go to **Settings** > **Staff** > **Roles**. HQ-managed roles are listed alongside system roles, labelled HQ and locked from editing.

If a managed venue is on a Lite plan, staff in the venue can only be assigned system roles.

## Assign an HQ-managed role when creating staff members

When creating staff in HQ or in a managed venue:

1. From Venue Manager, go to **Settings > Staff > Add staff member**.
2. Enter staff details.
3. Choose an **HQ-managed role** (look for the HQ label).
4. Select the individual venue(s) or [staff group(s)](/v1/docs/create-and-manage-hq-staff-groups) the person should access.
5. Select **Save and send invite** to email their login details.

> [!NOTE]
> Staff can only be assigned HQ-managed roles that are available in the venues they have access to.

## Edit an HQ-managed role

1. In your HQ account, from Venue Manager, go to **Settings** > **Staff** > **Roles**.
2. For the role you want to edit, select the **options** **menu** (3 dots) and select **Edit**.
3. Make your changes.
4. Select **Save**.

Changes automatically sync across all managed venues and staff using that role.

## Restrict venue-created roles

You can control whether venues can create their own custom roles, and whether staff can assign them — using two separate settings:

To prevent venues from creating custom roles:

- Disable the relevant option in [HQ venue permissions](/v1/docs/create-and-manage-hq-venue-permissions)..
- This stops venues from creating custom roles entirely.

To prevent staff from assigning venue-created roles:

- Disable the [staff permission](/v1/docs/permissions-by-feature-and-role) **Can assign managed-venue custom roles**.
- This allows venues to have custom roles, but stops staff from assigning them — keeping role assignments consistent with HQ-approved roles.

## Related

- [Create and manage HQ checkouts](/create-and-manage-hq-checkouts.md)
- [Create and manage HQ venue permissions](/create-and-manage-hq-venue-permissions.md)
- [Create and manage HQ schedules](/create-and-manage-hq-schedules.md)
- [Permissions by feature and role](/permissions-by-feature-and-role.md)
- [Create and share HQ stock products](/create-and-share-hq-stock-products.md)