Roles and Permissions – Control What Staff Can Do
Roles and permissions in Vendion control two things: how staff are organized visually (schedule color, grouping, tip distribution) and exactly which functions each employee can use in the system. These are handled in two different places.
Two different concepts – don't confuse them:
| Concept | Purpose | Example |
|---|---|---|
| Staff role | Categorization: color in schedule, grouping, tip distribution by role | Chef, Waiter, Bartender, Dishwasher |
| Permission group | What the person can do in the system | Admin, Server, Kitchen, Cashier |
An employee is typically assigned both: a role (for scheduling) and a permission group (for access).
Part 1: Staff roles (categorization)
Roles are used to color-code schedules, filter staff and distribute tips by role.
Create a new role:
- Go to Staff → Settings (gear icon)
- Under Roles, click Add role
- Enter name (e.g. "Chef", "Waiter", "Bartender", "Dishwasher")
- Choose color – shown as dot or background in the schedule
- Save
Change order: Drag and drop roles to sort them. The order affects how they appear in filters and lists.
Remove a role: Deactivates the role. History is preserved (old shifts keep their color), but the role is no longer selectable.
Tip: Keep the list short – 4–8 roles are enough for most restaurants. Too many roles make the schedule messy.
Part 2: Permission groups (access control)
Vendion uses a permission-based model instead of classic roles. This means each group consists of an exact list of permissions – individual functions like approving discounts, voiding items or viewing reports. This gives much finer control than simple "manager / server / chef" roles.
System groups (created automatically per restaurant):
| Group | Permissions | Typical use |
|---|---|---|
| Admin | All permissions | Owner, restaurant manager |
| Cashier | POS actions, refunds, time control | Senior server with register responsibility |
| Server | Create orders, clock in, refund own | Regular waiter |
| Kitchen | KDS view, start prep, clock in | Cooks and kitchen staff |
| Bartender | Bar-specific POS functions | Bartender |
Create a custom group:
- Go to Settings → Permission Groups
- Click Create group
- Enter name (e.g. "Head Waiter") and choose color
- Check the permissions the group should have
- Save
Examples of permissions you can select (over 40 total):
| Category | Examples |
|---|---|
| POS | Open drawer, void item, open discount, price override |
| Orders | Create order, modify paid order, refund all orders |
| Staff | View staff, edit staff, approve absence, manage tips |
| Reports | View sales, view labor cost, view Z-report |
| Reservations | View bookings, edit bookings, cancel |
| Time | Clock in, approve time reports |
Assign a group to an employee:
- Open the employee's detail page
- Select Permission group from the dropdown
- Save
If an employee lacks a permission, that function is hidden entirely in the UI, or requires a manager to approve with PIN.
Tip: Start with the system groups – they cover most needs. Create custom groups only when you have a clearly different case, e.g. a freelancer who should only be able to do a few things in the POS.
This feature is part of Vendion Staff.
Curious how it looks in practice? Read more about the product or book a short demo.
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