Create and manage HQ-managed roles

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.

How it works

1. Create HQ-managed roles once in HQ.
2. Make them available in selected venues using 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 by enabling/disabling options.
7. Select Save.

The new role is available in HQ and in the selected managed venues. It’s marked with an HQ label and a lock icon (non-editable at the venue). 

Assign an HQ-managed role to staff members

When creating or editing 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) the person should access.

5. Select Save and send invite to email their login details.

View HQ-managed roles in managed venues

• In a managed venue, go to Settings > Staff > Roles.

• You’ll see system roles and HQ-managed roles.

• HQ-managed roles are labelled HQ and locked from editing.

• The list shows how many staff currently use each role across HQ and managed venues.

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, click the options menu (⋮) 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

If you want staff members to only use HQ-approved roles:

• Disable the staff permission Can assign managed-venue custom roles.
• This prevents venues from creating and assigning their own custom roles, keeping role assignments consistent.

You can prevent venues from creating custom roles by disabling this option in HQ venue permissions.

Switch between your venues

See how easy it is to switch between the venues you have access to.