Roles & Permissions
Configure what each staff role can access and do.
Roles define what employees can do in Plasma. Assign the right role to give appropriate access without over-permissioning.
Built-In Roles
Plasma includes pre-configured roles for common restaurant positions:
Server Role
Core front-of-house permissions for taking orders and processing payments.
Can:
- Take and modify orders
- Process payments
- Apply standard discounts
- View own sales and tips
- Print receipts
Cannot:
- Void items (requires manager)
- Apply custom discounts
- Access reports
- Modify menu or settings
Bartender Role
Server permissions plus bar-specific features.
Additional Permissions:
- Age verification prompts
- Bar tab management
- Quick reorder for regulars
Manager Role
Full operational access for shift management.
Additional Permissions:
- Void items with reason
- Apply any discount
- Access all reports
- Manage employees on shift
- Cash drawer access
- End of day procedures
Owner Role
Complete access to all features.
Additional Permissions:
- Billing and subscription
- Menu editing
- System settings
- All reports and analytics
- Multi-location management
Permission Categories
Order Permissions
| Permission | Description | Roles |
|---|---|---|
| View orders | See order list | All |
| Create orders | Start new orders | All |
| Edit orders | Modify before send | All |
| Void items | Cancel sent items | Manager+ |
| Transfer orders | Move between tables | Server+ |
Payment Permissions
| Permission | Description | Roles |
|---|---|---|
| Process payments | Accept card/cash | All |
| Apply discounts | Standard discounts | Server+ |
| Custom discounts | Any amount off | Manager+ |
| Issue refunds | Return payment | Manager+ |
| Cash drawer | Open drawer manually | Manager+ |
Reporting Permissions
| Permission | Description | Roles |
|---|---|---|
| View own sales | Personal performance | All |
| View all sales | Full sales reports | Manager+ |
| Employee reports | Labor and tips | Manager+ |
| Financial reports | P&L, taxes | Owner |
Settings Permissions
| Permission | Description | Roles |
|---|---|---|
| Edit menu | Items, prices | Owner |
| Manage employees | Add/edit staff | Manager+ |
| Configure devices | POS/KDS setup | Owner |
| Billing access | Subscription | Owner |
Custom Roles
Create roles tailored to your operation:
Open Role Management
Portal → Settings → Roles → Create Role
Name the Role
Choose a descriptive name (e.g., "Host", "Expeditor", "Supervisor")
Select Permissions
Check individual permissions this role should have.
Save and Assign
Save the role, then assign to employees.
Example Custom Roles
Role Assignment
Assigning to Employee
- Portal → Employees → Select Employee
- Click Edit
- Choose role from dropdown
- Save changes
Multiple Locations
For multi-location operations:
- Same role across all locations
- Different role per location
- Custom permissions per location
Role changes take effect immediately. Employee may need to log out and back in.
Best Practices
Principle of Least Privilege
Give only the permissions necessary for the job:
- New hires — Start with limited role, expand as trained
- Seasonal staff — Temporary role with basic access
- Trusted staff — Earned permissions over time
Regular Audits
Review permissions periodically:
- Check who has manager/owner access
- Remove access for departed employees
- Verify roles match current job duties
PIN Security
- Require unique PINs (no sharing)
- Minimum 4 digits, recommend 6
- Change PINs for terminated employees
- Log failed PIN attempts
Audit Trail
All permission-sensitive actions are logged:
| Action | Logged Data |
|---|---|
| Voids | Who, what, when, reason |
| Discounts | Who, amount, authorization |
| Refunds | Who, amount, reason |
| Cash drawer | Who, when, amount |
| Settings changes | Who, what changed |
Access logs in Portal → Reports → Audit Trail.