Every team member in Papaya has a role, and the role decides which pages they can open and what they can do there. Papaya comes with three default roles: Admin, Manager and Staff. The account owner always has full access. With custom roles you build your own, for example a Kitchen role that sees orders but can't take payments, or a Cashier who takes payments but can't give discounts.
‼️ Custom roles are part of the Pro plan. On other plans you can still open the default roles to see what they allow.
Role | Type | Can you change it? |
Admin, Manager, Staff | Default | No. Open one to see its permissions. |
Your own (e.g. Kitchen, Cashier) | Custom | Yes, any time |
Create a custom role
Go to Settings → Roles & Permissions (open it).
Click Add Role.
Enter a Role Name, e.g. Kitchen Staff.
Under Permissions, open each group and switch each permission on or off.
Click Save.
‼️ A new role starts with many permissions already switched on. Check every group and switch off anything this role shouldn't do.
Custom roles belong to your business, so the same role is available at all your outlets.
What you can control
Group | Examples |
Orders | View orders, Create new order, Cancel order, Cancel order items, Reopen order, Apply discount, Apply open discount, Change order tax rate, Print receipts, tax invoices, and bills |
Menu | View menu, Create, Edit, Delete |
Base Menu | View base menu, Create, Edit, Delete |
Inventory | Update inventory |
Ingredient Inventory | View ingredient inventory, Create and edit inventory counts, Create and complete goods receipts, Approve and reject purchase requests |
Channels | View channels, Create, Edit, Delete, Upload a file, Edit template |
Payments | Add payment, Cancel offline payment, Open cash drawer, Record cash movement, Reverse cash movement, Manage cash sessions |
Analytics and Reports | View analytics, View reports, Print order reports, Export action log |
Settings | Access settings |
The View… permissions decide whether a page appears at all. The others decide what the person can do on that page.
Give a team member a role
Go to Settings → Team.
Click Invite Member, or open an existing member and choose Edit Member.
Pick the role under Role. Custom roles are listed after the default ones.
Save.
On a shared POS with passcodes, permissions follow whoever has switched in with their passcode. See POS Passcodes — Fast Staff Switching.
Edit or delete a role
Click the ⋯ button at the end of the role's row and choose Edit or Delete. Deleting a role can't be undone, so move the team members using it to another role first.
Example roles
Role | Switch on | Leave off |
Kitchen | View orders, Update service status, Hold and fire order items | Payments, discounts, Access settings |
Cashier | View orders, Create new order, Add payment, Open cash drawer, Print receipts | Apply open discount, Reopen order, Cancel offline payment |
Shift supervisor | All of Orders, Cancel offline payment, Reverse cash movement, Manage cash sessions, View reports | Access settings |
Stock keeper | Ingredient Inventory | Orders, Payments |
FAQ
Can I change what Manager or Staff can do?
No, default roles are fixed. Create a custom role with the permissions you want and assign that instead.
Who can create roles?
Anyone who can open Settings: the owner, Admins, and custom roles with Access settings.
Does a role apply at every outlet?
Yes. Which outlets a member works at is set on their Team profile.