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.

How HQ-managed roles work

1. Create HQ-managed custom 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.

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. 

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) the person should access.
5. Select Save and send invite to email their login details.

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.. 
• This stops venues from creating custom roles entirely.

To prevent staff from assigning venue-created roles:

• Disable the staff permission 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.