Use approval requirements to protect revenue and keep team decisions consistent. When staff perform actions at POS such as issuing refunds, applying custom discounts or reprinting tickets, you can require a manager or supervisor to approve the action by entering their POS PIN.
Why use approvals
Approvals help you:
Protect revenue by adding control over refunds, discounts and complimentary bookings.
Keep decisions consistent across shifts and locations.
Track accountability by recording who approved an action and when.
How approvals work
When a restricted action is triggered, POS prompts for a POS PIN from a staff member with the POS admin permission (typically a manager or supervisor at your venue). This is sometimes called a manager PIN or manager code, but it’s the same thing: the approver’s personal POS PIN.
ROLLER records who approved the action and when in the POS activity log.
Who can approve actions
For staff to approve restricted actions, they'll need the POS admin staff permission. The Manager PIN Override permission can also be used if staff members just need to complete refunds and discounts at POS.
Administrator and manager system roles include the POS admin permission and the Manager PIN Override permission by default.
Custom roles can perform certain restricted actions the if POS admin or Manager PIN Override permission is enabled for the role.
If a custom role is needed where staff members just need to approve discounts and refunds, then the permission Manager PIN Override should be applied rather than full POS admin permission which has more access.
To learn more, see the guide Permissions by feature and role.
Where approvals apply
Some approval settings apply to all POS devices (global venue and POS settings in Venue Manager). Others are configured per device (POS device settings).
Global settings (apply to all POS devices)
To set refund and overbooking approvals, from Venue Manager, go to Settings > Account > Venue settings > Bookings & inquiries.
For ticket redemption approvals, from Venue Manager, go to Apps > Point of Sale > Settings.
Action | Venue Manager setting | When approval is on |
|---|---|---|
Go to Settings > Account > Venue settings > POS PIN required for refunds. | POS prompts for an approving POS PIN before a staff member can issue a refund. | |
Go to Settings > Account > Venue settings > Restrict overbooking. | POS prompts for an approving POS PIN before a staff member can overbook available capacity. | |
Go to Apps > Point of Sale > Settings > Approval needed to redeem ticket | POS prompts for an approving POS PIN when staff try to redeem an expired, wrong-date or inactive ticket (including tickets redeemed at a lower price). | |
Go to Apps > Point of Sale > Settings > Banned guests: manager code required | POS prompts for an approving POS PIN when staff try to redeem a ticket for a guest flagged as banned. |
Per-device settings (set on each POS device)
From each POS device, go to More > Settings > Device to manage approval settings for custom discounts, complimentary bookings and receipt reprints.
Action | POS device setting | When approval is on |
|---|---|---|
Enable custom discount without POS PIN | Turn off this setting to require an approving POS PIN for custom discounts on that device. Turn it on to allow custom discounts without approval. | |
Enable complimentary | POS prompts for an approving POS PIN before staff can mark a booking (or items in a booking) as complimentary. | |
POS PIN required for reprinting tickets | POS prompts for an approving POS PIN before staff can reprint a ticket or receipt that has already been printed. |