What the owner, manager, and staff roles can access, and how to set custom permissions for individual staff members.
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.
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.
The Staff page lists each teammate with their role. The Role Permissions card at the bottom summarizes what each role can do.
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.
Each teammate's row menu: edit their permissions, or remove their access.
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.
With Use Custom Permissions turned on, the role defaults become an editable checklist across six 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.
The Locations tab. Turn off Access to All Locations to assign a teammate to specific locations.
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.
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
