Browser - Settings : Manage Roles

A role is a job description the software understands. Instead of setting permissions person by person, you build the role once - what it can open, which terminals it can use, which departments it sees - and then assign people to it.

Everything about a role lives on one screen in the browser app. Access, terminals, departments and voucher permissions are all row actions on the role, not separate places you have to go hunting for.

Finding roles

Open Settings and select Manage Roles. The list shows your roles under USER ROLE, with an ACTION column at the end of each row. Select the ... button in that column to open everything you can do to a role.

Type in the search box and select Search to narrow the list; Clear resets it.

Creating a role

Step 1 - Select ADD ROLE.

Step 2 - Enter the Role Name. On a new role it's the only field and it's required. Name it after the job rather than the person - "Bag Room" outlasts "Dave's role."

Step 3 - Select SAVE. CLOSE backs out without creating anything.

The role exists at this point but doesn't grant anything yet. Setting what it can reach is the next step, and it's the one that matters.

Faster alternative: if the new role is close to one you already have, select Clone in the existing role's ... menu instead. The copy is created straight away, with no prompt and no chance to name it first - rename it afterwards with Edit Name. You get its permissions already set and adjust from there, which is much quicker than building them from scratch.

Setting what a role can reach

Select Edit Permissions in the role's ... menu. The MANAGE ROLES AND ACCESS panel opens with that role's permissions, collapsed - expand the group to see the module list, then open a module to see what's inside it. Switching a module on opens it for you.

Each change saves as you make it. There's no separate save step, and closing the panel with DONE or CANCEL doesn't undo anything you've already switched - to reverse a change, switch it back.

This is the panel that decides what a person actually sees when they sign in. If someone reports that a button or a report is missing, this is the first place to look.

Restricting terminals

Select Terminal Access in the role's ... menu to open ROLE TERMINAL LOCATION. Use ADD to open a new row, pick the terminal location, then select that row's own SAVE. Remove takes one away. There's no edit - remove the wrong one and add the right one. CLOSE when you're done.

Use this when a role should only be able to work at certain registers - kitchen staff who shouldn't be operating the pro shop till, for example.

Restricting departments

Select Department Permissions in the role's ... menu to open DEPARTMENT/SUBDEPARTMENT SETTINGS. Departments are listed with a caret you select to open them; the Enable / Disable switch sits on each sub-department underneath, not on the department row. These save as you set them - DONE and CANCEL both just close the panel.

This governs what the role sees rather than what it can buy - useful for keeping a long department list manageable for staff who only work one part of the operation.

The rest of the row menu

• Edit Name - rename the role
• Club Voucher Type - choose which voucher types this role may sell, which pairs with the

Available For POS Sale For Specific Roles setting on a voucher type

• Management Company SubGroup - for multi-club operations, sets which sub-group the role belongs

to

• Settings - sets the role's Void Window (in minutes). One thing to note: unlike the

permission panels above, this one does not save as you type - select DONE to save, and CANCEL discards the change

• Delete Role - delete the role

Common Questions

Someone says a button or report is missing.

Check their role first. Open the role's ... menu, choose Edit Permissions, and confirm the permission is on. If it was off and you've just switched it on, have them sign out and back in before you look any further.

What's the fastest way to add a role similar to one I have?

Clone in the existing role's ... menu. You get its permissions as a starting point instead of rebuilding them.

Can I stop a role from using certain registers?

Yes - Terminal Access in the ... menu, then ADD the terminal locations that role should be limited to.

Why can't a role sell a particular voucher?

Two places control that: Club Voucher Type on the role, and Available For POS Sale For Specific Roles on the voucher type itself. Both need to allow it.

Should I delete a role nobody uses?

Move people off it first, then delete it. You'll get a confirmation prompt before anything is removed.