User permission management

Managing access and responsibilities across teams becomes increasingly important as hospitality businesses scale. If you own a standalone restaurant or a chain with 20 venues, your team needs clearly defined access to tools and data. When access is too broad or undefined, responsibilities overlap, errors increase, and security weakens. 
 

With clearly defined access levels and responsibilities, your restaurant operates in a more organized, secure, and efficient way. When each team member has access only to the features relevant to their role, the risk of mistakes is reduced, workflows become more efficient, and sensitive information remains protected. Whether you manage a small restaurant or a chain with multiple locations, proper user permission management helps your team stay focused, accountable, and confident in their daily tasks. 

User roles in ReservationTools enable you to ensure that your restaurant staff has access to the features they need, based on their role (i.e., viewer, staff, host, manager, or admin), to meet the specific needs of your restaurant.  

Our reservation system includes a structured, role-based permission model that reflects the actual workflows of modern hospitality teams. With five key user roles, you can create custom roles and assign the exact level of access needed, ranked from least to most privileged.

The 5 key roles

1. Viewer 

Has read-only access within the application. Viewers can monitor reservations but cannot make any changes. 

The Viewer role allows you to:
 

✔ View reservations, waitlists, and seating arrangements;

✔ Check availability and upcoming bookings;

✖ No modification permissions.

Since Viewers cannot edit or modify information, this role is ideal for those who only need to stay informed.

2. Host

Focused on front-of-house tasks, a Host can manage seating, move reservations, and add comments, but cannot create or edit reservations.

The Host role allows you to:

✔ Check reservations and seat guests;

✔ Manage waitlists, reservation statuses, and adjust table assignments;

✔ View floor plans for coordinated seating arrangements;

✖ Cannot create or edit reservations.

They are restricted from accessing reports, analytics, and system settings, preventing unintended modifications. 

3. Staff

Intended for active operational roles, the Staff role offers full access within the application, including reservation management, guest interactions, and communication. However, Staff members have no access to administrative settings.

Most employees will be assigned the Staff role, enabling them to handle reservations while restricting access to administrative features.

The Staff role allows you to:

 

✔ Create, edit, and manage reservations;

✔ Modify waitlists and table arrangements; 

✔ View and update seating plans;

✔ Utilize all reservation-related functions.

 

Staff role has access to all functionalities except admin rights, ensuring their focus remains on customer service. 
 

4. Manager

Managers act as the link between front-line staff and long-term business strategy. They require more access than the Staff but do not need full administrative control. 

Managers have complete control over one or more assigned venues. They can manage users up to their level, adjust settings specific to their venue, and oversee day-to-day operations. They cannot grant administrator-level permissions or access global system settings.

The Manager role allows you to:
 

✔ Access to all functionalities, including admin rights, only for selected venues and passwords.

This setup allows managers to maintain efficiency without the ability to override critical system configurations.
 

5. Administrator

The top-level role with access to all settings across all venues. Administrators can manage all users, assign permissions, configure integrations, and control system-wide behavior.

The Admin role allows you to:

✔ Access to all functionalities, including admin rights;
✔ Access all venues under your account;
✔ Manage users, venues, and passwords;
✔ Assign user roles and set up accounts;
✔ Manage, edit, and review reservations;
✔ Modify table layouts and floor plans;
✔ Track performance metrics on dashboards and generate reports; 
✔ Customize reservation settings and notifications.

Limiting this role to trusted personnel ensures operational security and consistency.

Best practices when creating ReservationTools for Restaurant users  

Picture this: A new host accidentally deletes customer records, or a manager unknowingly changes system-wide settings. Without role-based access, small mistakes can lead to big disruptions. When creating new users and customizing roles, giving your employees the minimum permissions required to complete their job is essential. 

By assigning clear user roles, you:

✔ Improve security by protecting sensitive business and customer data;
✔ Enhance efficiency by allowing staff to focus only on their responsibilities;
✔ Reduce the risk of unwanted changes in your settings;
✔ Reduce errors by restricting access to critical system functions;
✔ Maintain accountability with clear activity tracking.

This structure is ideal for:

• Large restaurants with multiple departments (e.g., front desk, reservations, operations);
• Chains and hospitality groups managing dozens of locations;
• Businesses with rotating or seasonal staff needing flexible access control.

Final Thoughts 

Operational efficiency starts with clarity—knowing who can do what, where, and how. A strong permission structure ensures that staff have access to exactly what they need, no more and no less. This limits risk, improves customer service, and keeps your operation running smoothly.

Interested in learning how our reservation system can support your operations and enhance team coordination?