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.
- Administrator and manager system roles include the POS admin permission by default and any custom roles based on these roles.
- Custom roles can only approve actions the POS admin permission is enabled for the role.
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 |
|---|---|---|
| Issue refunds at POS | 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. |
| Allow overbooking | Go to Settings > Account > Venue settings > Restrict overbooking. | POS prompts for an approving POS PIN before a staff member can overbook available capacity. |
| Redeem invalid or expired tickets at a lower cost | 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). |
| Redeem tickets for guests flagged as banned | 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 |
|---|---|---|
| Custom discounts | 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. |
| Complimentary bookings | Enable complimentary | POS prompts for an approving POS PIN before staff can mark a booking (or items in a booking) as complimentary. |
| Reprinting tickets or receipts | 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. |