Roles and permissions explained

Every team member has a role. The role decides what they are meant to see and change in the backoffice and the Host App. 10Seat has five built-in roles, and you can also create custom roles with your own selection of permissions.

Where to find it

Backoffice › Settings › Account Management › Roles & Permissions. Click a built-in role to see its permissions.

What it does

Built-in roles

• Owner: "Company creator with full access including billing and subscription management." Has every permission.
• Admin: "Full operational and settings access. Can manage users but not billing." Has every permission except Manage subscription and billing.
• Manager: "Manages daily operations including reservations, guests, and messaging." Includes all reservation, service, guest, waitlist, gift voucher, messaging, review, intake and email permissions, plus View analytics and reports, View settings pages, Manage Host App booking staff names (no login), Create, edit, and delete tables and sections, and the view-only capacity, pacing and experiences permissions. It doesn't include the permissions to edit settings or to manage users, add-ons, locations or billing.
• Operator: "Floor staff who handle service, walk-ins, and seating." Includes viewing, creating and editing reservations and assigning tables (not Cancel or delete reservations); viewing and running service and the shift brief; viewing the floor plan; viewing, creating and editing guests; viewing and managing the waitlist; viewing and sending guest messages.
• Viewer: "Read-only access to reservations, floor plan, and guests." Also includes the view permissions for service, waitlist, gift vouchers, guest messages, analytics, reviews, pacing, capacity and experiences.

Access tier. Each role also has an access tier: Admin (full configuration access), Write (day-to-day operations) or Read-only. Owner and Admin are Admin tier, Manager and Operator are Write, and Viewer is Read-only.

Permission groups shown on the page: Reservations, Service Operations, Floor Plan & Tables, Guests, Waitlist / Queue, Gift Vouchers, Guest Messaging, Analytics, Settings, Reviews, Hospitality Intake, Email Communications, Capacity & Pacing, Experiences. Each permission has a one-line description, for example "Cancel or delete reservations".

How to create a custom role

1. Click New Role.
2. Enter a Name (for example "Host" or "Sommelier") and an optional Description.
3. Choose an Access Tier: Admin, Write or Read.
4. Tick the permissions. Click a group header to tick or untick the whole group.
5. Click Create Role. Use the pencil icon to edit a custom role and the bin icon to delete it.

Good to know

These permissions currently change what people can see or do:

• Manage users and invitations: shows Users and Roles & Permissions in Settings and allows changing other users' locations.
• Manage Host App booking staff names (no login): lets someone manage the booking staff list on the Users page.
• Manage subscription and billing: shows Subscription Management.
• Manage locations: shows Manage Locations on multi-location accounts and lets someone switch location in the Host App.
• Edit general and location settings: needed for MCP Access.
• Manage pacing settings: needed to change pacing, including the pacing controls in the Host App.
• Coco, the AI assistant, only does what your permissions allow. For example, it won't cancel a reservation for someone without Cancel or delete reservations.

The other permissions describe what the role is for, but most screens are not yet hidden or locked per individual permission. Don't rely on unticking a single permission to block a screen. Choose the role and access tier that fits the person.

• Switching add-ons on or off requires the Admin role.
• Built-in roles can't be edited or deleted. Custom role names can't be the same as a built-in role.
• At the moment, custom roles can't be picked when inviting someone. The invite form offers only the built-in roles.

Troubleshooting

"Role name is required" / "Select at least one permission" Give the role a name and tick at least one permission before you click Create Role.

"Cannot use reserved role name" The name matches a built-in role (owner, admin, manager, operator, viewer). Pick another name.

"A custom role with ID … already exists" A custom role with the same name already exists. Edit that one, or choose a different name.

"Cannot delete role … — N user(s) still assigned to it" People still have this role. Change their role first, then delete it.

"Failed to load custom roles" You don't have Manage users and invitations, or there was a connection problem. Ask your Owner or an Admin.

I need to change a colleague's role You can give someone a different role per location in HQ › User Management. To change their company-wide role, contact 10Seat support.