Role Permissions Reference

Complete reference guide for user roles and their permissions in the Hedges VIP platform.

A note on UI labels vs. code identifiers

UI labels, route paths, and database enum values all use the current vocabulary. The enum renames are complete: TENANT_ADMIN → ORG_ADMIN, PROMO → STAFF, and OUTSIDE_PROMOTIONS → PROMOTER.

UI label	Code identifier
Platform Admin	PLATFORM_ADMIN
Org Admin	ORG_ADMIN
Location Admin	LOCATION_ADMIN
Staff	STAFF
Promoter	PROMOTER

The legacy Auditor role (AUDITOR) has been retired. Anyone previously assigned that role has been migrated to Location Admin with the same location scope.

Role Hierarchy

The system uses a numeric hierarchy where higher-level roles inherit permissions from lower-level roles:

UI label	Code identifier	Level	Access Scope
Platform Admin	PLATFORM_ADMIN	100	All Organizations, all locations
Org Admin	ORG_ADMIN	80	All locations in the Organization
Location Admin	LOCATION_ADMIN	60	Assigned locations only
Location Manager (deprecated alias)	LOCATION_MANAGER	60	(Alias for Location Admin)
(Legacy alias)	DOOR	60	(Legacy alias for Location Admin)
(Legacy alias)	BAR	60	(Legacy alias for Location Admin)
Staff	STAFF	40	Kiosk-mode functions only

Important: DOOR and BAR are legacy role names that map to LOCATION_ADMIN (level 60). Staff with these legacy roles have the same permissions as Location Admin.

Permission Matrix

The tables below use code identifiers in column headers since those are what the API enforces. Code identifiers now match the UI labels (ORG_ADMIN = Org Admin, STAFF = Staff, etc.).

Configuration & Setup

Action	PLATFORM_ADMIN	ORG_ADMIN	LOCATION_ADMIN	STAFF
Create Organizations	Yes	No	No	No
Manage Organization settings	Yes	Yes	No	No
Create locations	Yes	Yes	No	No
Edit locations	Yes	Yes	Own only	No
Create card tiers	Yes	Yes	No	No
Edit card tiers	Yes	Yes	No	No
Create perk rules	Yes	Yes	No	No
Edit perk rules	Yes	Yes	No	No

Staff & User Management (formerly "People")

Action	PLATFORM_ADMIN	ORG_ADMIN	LOCATION_ADMIN	STAFF
Invite Org Admins	Yes	Yes	No	No
Invite Location Admins	Yes	Yes	Within their locations	No
Invite Staff	Yes	Yes	Yes (their locations)	No
Invite Promoters	Yes	Yes	No	No
Edit users	Yes	Yes	Within their locations	No
Delete users	Yes	Yes	Within their locations	No
View all users	Yes	Yes	Own Organization	No

Note: ORG_ADMIN cannot create other ORG_ADMIN or PLATFORM_ADMIN users.

Customer Management

Action	PLATFORM_ADMIN	ORG_ADMIN	LOCATION_ADMIN	STAFF
View all Customers	Yes	Yes	Location-scoped	Lookup in kiosk
Create Customers	Yes	Yes	Yes	Yes (Sign-Up kiosk)
Edit Customers	Yes	Yes	Yes	No
Suspend cards	Yes	Yes	Yes	No
Revoke cards	Yes	Yes	Yes	No
View visit history	Yes	Yes	Location-scoped	No
Export Customer data	Yes	Yes	Location-scoped	No

Location-scoped: Location Admin can only see Customers who have visited their assigned locations.

Operations (live in-venue: Hostess, Bar, Sign-Up Scanner)

Action	PLATFORM_ADMIN	ORG_ADMIN	LOCATION_ADMIN	STAFF
Hostess scanning	Yes	Yes	Yes	Hostess / All kiosk
Bar redemption	Yes	Yes	Yes	Bar / All kiosk
Sign-Up Scanner	Yes	Yes	Yes	Sign-Up / All kiosk
Customer lookup	Yes	Yes	Yes	Yes (kiosk)
Issue tickets	Yes	Yes	Yes	Hostess kiosk
Redeem tickets	Yes	Yes	Yes	Bar kiosk
Manager override	Yes	Yes	Yes	No

Sign-Ups, Coupons & Promoters

Action	PLATFORM_ADMIN	ORG_ADMIN	LOCATION_ADMIN	STAFF
Manage Sign-Up QRs and Poster QRs	Yes	Yes	View only	No
Manage Coupons	Yes	Yes	No	No
Manage Promoters and payouts (External Sales)	Yes	Yes	No	No

Create (Push Promotions, Coupons, Standing Benefits)

Action	PLATFORM_ADMIN	ORG_ADMIN	LOCATION_ADMIN	STAFF
Create Coupons (formerly Offers)	Yes	Yes	No	No
Edit Coupons	Yes	Yes	No	No
Publish Coupons	Yes	Yes	No	No
Pause/cancel Coupons	Yes	Yes	No	No
View coupon performance	Yes	Yes	Location-scoped	No
Send Push Promotions	Yes	Yes	No	No

Insights (formerly "Reports")

Action	PLATFORM_ADMIN	ORG_ADMIN	LOCATION_ADMIN	STAFF
Visit reports	Yes	Yes	Location-scoped	No
Redemption reports	Yes	Yes	Location-scoped	No
Financial reports	Yes	Yes	Location-scoped	No
Enrollment reports	Yes	Yes	Location-scoped	No
Fraud reports	Yes	Yes	Location-scoped	No
Audit logs	Yes	Yes	Location-scoped	No
Export reports	Yes	Yes	Location-scoped	No

System Administration

Action	PLATFORM_ADMIN	ORG_ADMIN	LOCATION_ADMIN	STAFF
View system settings	Yes	No	No	No
Modify system settings	Yes	No	No	No
Access admin panel	Yes	Yes	Yes	No
View audit logs	Yes	Yes	Location-scoped	No

Role Descriptions

Platform Admin (PLATFORM_ADMIN)

Who: Hedges VIP platform administrators

Responsibilities:

• Manage multiple Organizations on the platform
• Configure system-wide settings
• Create and manage Organization accounts
• Cross-Organization analytics and reporting
• Platform maintenance and updates

Typical users:

• Hedges VIP staff
• Platform support team

Key capabilities:

• Can switch between any Organization using the Organization selector
• Has override access to all features
• Can impersonate other roles for testing

Org Admin (ORG_ADMIN)

Who: Top-level administrators for a single Organization

Responsibilities:

• Manage all locations in the Organization
• Configure card tiers and perk rules
• Invite and manage Org Admins, Location Admins, Staff, and Promoters
• Oversee all operational data
• Financial reporting and analytics

Typical users:

• Organization owners
• General managers
• Operations directors

Key capabilities:

• Full access within their Organization
• Cannot see other Organizations' data
• Cannot create other ORG_ADMIN users (only lower roles)

Note: Previously labelled "Tenant Admin"; the enum value was renamed from TENANT_ADMIN to ORG_ADMIN.

Location Admin (LOCATION_ADMIN)

Who: Managers responsible for specific venues

Responsibilities:

• View Customers who visited their locations
• Perform hostess and bar operations
• Run location-specific reports
• Manage Staff at their locations
• Handle Customer issues
• Manage day-to-day operations

Typical users:

• Venue managers
• Head bartenders
• Senior floor staff

Key capabilities:

• Can see data for assigned locations only
• Cannot create perk rules or coupons
• Cannot manage Org-level settings
• Full operational capabilities (hostess, bar, overrides)

Note: DOOR and BAR legacy roles map to this level.

Staff (STAFF)

Who: Anyone who works for the subscribing venue — hostess, bar, sign-up host

Responsibilities:

• Scan Customers at the Hostess station
• Validate tickets at the bar
• Enroll new Customers
• Look up a Customer to resolve issues

Typical users:

• Bouncers and hostesses
• Bartenders and bar backs
• Sign-up hosts and floor staff

Key capabilities:

• Lands directly into the device's kiosk mode (Hostess, Bar, Sign-Up, or All) at /workspace — no admin sidebar
• Tools shown depend on the device, not the user — the same Staff login adapts to whichever station they're working
• Cannot edit any configuration or run reports

Note: Previously labelled "Employee" and, earlier, "Promo"; the enum value was renamed from PROMO to STAFF.

Promoter (PROMOTER)

Who: External partners who do not work for the venue and bring guests in for commission (e.g., a hotel concierge)

Responsibilities:

• Share their referral link / QR code and issue single-use coupons
• Track sign-ups, earnings, and payouts in their own workspace

Typical users:

• Hotel concierges
• Independent promoters working venues on commission

Key capabilities:

• Focused workspace of their own — no admin sidebar
• Sees only their own sign-ups, earnings, and payout requests

Note: Previously labelled "Outside Promoter" (program: "Outside Promotions"; earlier still, "Concierge"); the enum value was renamed from OUTSIDE_PROMOTIONS to PROMOTER. Admins manage Promoters under the Promoters sidebar item; payouts live under External Sales → Payouts.

Auditor (AUDITOR) — retired

The Auditor role has been removed. Previous Auditor users were migrated to Location Admin with the same location scope. Audit logs and reports remain accessible via Insights for Org Admins and Location Admins.

Role Assignment Best Practices

Principle of Least Privilege

Assign the MINIMUM role necessary:

• Don't give Org Admin to people who only need Location Admin scope
• Don't give Location Admin to floor staff
• Don't give Org Admin to Promoters

Why:

• Reduces risk of accidental changes
• Simplifies training
• Improves audit trails
• Limits damage from compromised accounts

Location Assignments

For Location Admin roles:

• Assign ONLY the locations they manage
• Don't assign all locations unless necessary
• Review assignments quarterly
• Remove old locations when staff transfers

Role Review Process

Quarterly review:

1. List all users and their roles
2. Verify each user needs their current role
3. Check location assignments are current
4. Remove inactive users
5. Document any changes

Permission Checks

How Permissions Work

Backend enforcement:

• All API requests validated by role
• Organization context enforced via TenantGuard (note: code name retained)
• Location filtering applied automatically
• No way for users to bypass restrictions

Frontend restrictions:

• UI hides features the user can't access
• Navigation only shows allowed pages
• Buttons disabled for restricted actions

Important: Security is enforced at API level. Even if someone manipulates the UI, the backend rejects unauthorized requests.

Special Cases

Platform Admin Organization switching:

• Can use x-tenant-id header (legacy code name) to access any Organization
• Used for support and administration
• All actions logged with original user and impersonated Organization

Manager overrides:

• Higher-level roles can override lower-level restrictions
• Example: Org Admin can override location-specific settings
• All overrides logged to audit trail

Cross-location access:

• Org Admin sees all locations
• Location Admin sees assigned locations only
• Customers visible based on location visit history

Role Limitations

What No Role Can Do

System-level restrictions:

• Modify audit logs (append-only)
• Delete Customer records (only suspend/revoke)
• Change historical redemption data
• Bypass fraud detection

What Only Platform Admin Can Do

• Create Organizations
• Delete Organizations
• Access system configuration
• View cross-Organization analytics
• Impersonate other Organizations

What Requires Two-Person Authorization

Future feature:

• Large financial overrides
• Mass Customer data changes
• Perk rule deletions
• System-wide configuration changes

Troubleshooting Permissions

"Access Denied" Error

Check:

1. User's role assignment
2. Location assignments (if applicable)
3. Organization context (Platform Admin must select Organization)
4. Session hasn't expired

Can't See Expected Data

Possible causes:

1. Location Admin seeing only assigned locations
2. Customers haven't visited your locations
3. Date filters excluding data
4. Role doesn't have read access to that data type

Can't Perform Action

Verify:

1. Role has permission for action (see matrix above)
2. Target resource is in your scope
3. Action requires higher privilege level
4. System-level restriction (e.g., can't delete audit logs)

Related Articles

• Understanding Your Role - Roles explained for users
• Staff - Creating and managing users
• Multi-Tenancy - How Organization scoping works
• Audit Logs - Viewing permission usage