Understanding Your Role
Hedges VIP has different staff roles with different permissions. Your role determines what you can see and do in the portal.
What is it?
Roles control access to features. Some users can manage everything (Org Admins), while others can only access specific locations (Location Admins). Staff get a focused workspace based on the device's kiosk mode, and Outside Promotions partners get their own dedicated portal.
The main roles
Org Admin 👑
Who: Organization owners, general managers, or operators managing multiple locations
What you can do:
- ✅ Manage all locations in your Organization
- ✅ Create and edit card tiers and discount rules
- ✅ Add and manage Org Admins, Location Admins, Staff, and Outside Promotions users
- ✅ Create offers and announcements
- ✅ View reports across all locations
- ✅ Customize wallet pass designs
- ✅ Manage Member accounts
What you can't do:
- ❌ See or manage other Organizations' data (only Platform Admins can)
Location Admin 📍
Who: Venue managers responsible for specific locations
What you can do:
- ✅ View Members who have visited your assigned locations
- ✅ Run reports for your assigned locations
- ✅ Perform door check-ins and bar ticket validation at your locations
- ✅ Manage Staff at your locations
- ✅ View discount rules and offers (but not edit them)
What you can't do:
- ❌ Create or edit card tiers (only Org Admins can)
- ❌ Create or edit discount rules (only Org Admins can)
- ❌ Manage Org-level settings or billing (only Org Admins can)
- ❌ See data from other locations you're not assigned to
Staff 🛎️
Who: Anyone working the venue floor — door, bar, sign-up host
What you can do:
- ✅ Open the app and land directly in the device's kiosk mode (Door, Bar, Sign-Up, or All)
- ✅ Scan Member wallet passes
- ✅ Issue tickets, validate redemptions, enroll new Members — whichever the kiosk mode allows
- ✅ Look up a Member to resolve issues at the door or bar
What you can't do:
- ❌ See the admin sidebar (Floor / Acquire / Engage / Insights / Members / Settings)
- ❌ Edit card tiers, perks, offers, or any configuration
- ❌ Run reports
The kiosk mode is set per device, not per user — so the same Staff login adapts to whichever station they're working that night.
Outside Promotions 🤝
Who: External partners who bring guests in for commission
What you can do:
- ✅ View their own dashboard, sign-ups, earnings, and payouts in the Outside Promotions portal
- ✅ Share their referral link or QR code
What you can't do:
- ❌ See the admin sidebar or any Member data outside their own sign-ups
Quick reference table
| Feature | Org Admin | Location Admin | Staff | Outside Promotions |
|---|---|---|---|---|
| View Members | All Members | Members at their locations | Lookup only (kiosk) | Only their own sign-ups |
| Create card tiers | ✅ Yes | ❌ No | ❌ No | ❌ No |
| Edit discount rules | ✅ Yes | ❌ No | ❌ No | ❌ No |
| Create offers | ✅ Yes | ❌ No | ❌ No | ❌ No |
| Manage Staff users | ✅ Yes | ✅ At their locations | ❌ No | ❌ No |
| Run reports | All locations | Assigned locations | ❌ No | Personal earnings |
| Door check-in | ✅ Yes | ✅ Yes (assigned locations) | ✅ Door / All kiosk | ❌ No |
| Bar ticket validation | ✅ Yes | ✅ Yes (assigned locations) | ✅ Bar / All kiosk | ❌ No |
| Sign-Up scanner | ✅ Yes | ✅ Yes (assigned locations) | ✅ Sign-Up / All kiosk | ❌ No |
| Customize wallet passes | ✅ Yes | ❌ No | ❌ No | ❌ No |
How to check your role
- Log in to the portal
- Look at the top-right corner
- Your role is shown under your name
Common questions
Q: I'm a Location Admin but I need to create card tiers. What should I do?
A: Ask your Organization owner (Org Admin) to upgrade your role to Org Admin, or have them create the tier on your behalf.
Q: Can I have access to some features from both roles?
A: No, roles are fixed. You're either an Org Admin (full access), Location Admin (location-scoped admin), Staff (kiosk-focused), or Outside Promotions (partner portal).
Q: I manage multiple locations. Which role should I have?
A: If you manage multiple locations and need to configure tiers, perks, or billing, you should be an Org Admin. If you only oversee day-to-day operations at specific locations, Location Admin is the right fit.
Q: I used to be an Auditor — what happened to that role?
A: The Auditor role has been retired. Anyone who was previously an Auditor has been promoted to Location Admin with the same location scope. Reports and audit logs are still available in Insights.
What's next?
- Set up your first location → (Org Admins)
- Learn about door check-ins → (Location Admins, Staff)