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Every staff member in Qtap has a role that controls which parts of the dashboard they can access. There are three built-in roles: owner, manager, and staff. You can also override the defaults with custom permissions for any individual.

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Built-in Roles

Owner has full access to everything — members, loyalty cards, QR codes, campaigns, analytics, staff management, billing, and settings. There is one owner per organization and the role cannot be changed or removed. Manager can do most things except access billing and settings. Managers can view and edit members, issue stamps and points, create and edit stamp cards and points programs, generate QR codes, run campaigns, view analytics, and send notifications. Staff has a more limited set of defaults. Staff can view members, issue stamps and points, process redemptions, view QR codes, and view analytics. They cannot create or edit loyalty cards, generate QR codes, manage campaigns, or access staff management.
Staff list showing team members with Owner, Manager, and Staff role badges

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Custom Permissions

If the built-in roles do not fit a staff member’s actual responsibilities, you can override their permissions individually.
1

Open the staff list

Go to Staff in the sidebar.
2

Open the permissions dialog

Click the menu icon on the staff member’s row and select Edit permissions.
Staff row menu showing Edit Permissions and Remove
3

Enable custom permissions

Toggle on Use custom permissions. This unlocks a checklist organized into six categories: Members, Loyalty, Cards & Programs, QR & NFC, Analytics, and Notifications.
Edit Permissions dialog with the Use Custom Permissions toggle and permission categories
4

Select what they can do

Check or uncheck individual permissions. Each item shows a short description of what it covers.
5

Restrict by location (optional)

On the Locations tab in the same dialog, you can limit the staff member to specific locations. By default, staff can act on members from any location.
Locations tab of the Edit Permissions dialog showing the Access to All Locations toggle and location list
6

Save

Click Save changes. The new permissions apply immediately.
If you change a staff member’s role (for example, from staff to manager), their permissions reset to the defaults for the new role unless custom permissions are enabled.
Only owners can edit staff roles and permissions. Managers cannot change permissions for other staff members.

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Resending an Invitation

If a staff member did not receive or lost their invitation email, find them in the Staff table, click the menu icon on their row, and select Resend invite. They will receive a new invitation to the email address you originally entered.

Staff Overview

Inviting staff and managing the team list

Activity Logs

See a record of every action staff members have taken