Roles determine what users can see and do in Flowhub. In this article, we’ll guide you through how permissions work, what each section grants access to, and how to use roles effectively to manage employee access at your dispensary.
How Permissions Work
Each permission area in Flowhub has up to four levels of access:
Can view – Lets a user see items in that area.
Can add – Lets a user create a new item.
Can edit – Lets a user change an existing item.
Can delete – Lets a user permanently remove an item.
💡 Tip: Can view is the master switch. Turn on Can view to grant access to an area, then choose what the role can do inside it. Turning Can view back off clears every other permission in that area.
You can combine multiple levels for a single role.
Some areas — including Carts, Customers, Drawers, Inventory, Marketing, Purchase Limits, and Sales — also have Additional Permissions: checkboxes that appear below the four levels once the area is turned on.
Role Permission Definitions
A breakdown of each area of permission within a role:
Hourly role
This toggle sits under Basics at the top of the role, above Role permissions. When it is on, the user can clock in and out for shifts in Flowhub Maui.
Analytics
If enabled, allows the user to view, add, edit, or delete reporting.
Users cannot delete custom reports created by others.
Budtender Metrics
If enabled, this feature allows users to view their sales metrics for the day, week, or month by selecting their initials in the upper right corner.
Carts
Enables viewing, editing, creating, or deleting shopping carts (where items are added at checkout).
Access to view, add, edit, and delete is required in order for a user to be able to check out a customer.
Additional Settings
Add to Cart with Click
Enables a “+” button for adding items to the cart instead of scanning a barcode.
Apply Discounts
If enabled, allows the user to give an inline discount at the time of sale.
Inline discounts are one-off, manager's discretion discounts separate from established deals, given to the customer at checkout for anything from an upset customer to damaged packaging.
Inline discounts are added from the cart by selecting Add Cart Discount, which opens the Add discount panel. Choose Reduce by $ or Reduce by %, enter an amount and a Reason, then enter a Manager PIN and select Apply discount.
A user will always be able to set up a discount (whether this is enabled or not), but their PIN will not work to apply the discount unless Apply Discounts is enabled.
Scan to Verify Manual Override
If a store has the Scan to Verify workflow enabled, this setting will allow a user to manually verify an item during checkout using their PIN.
Compliance
Full compliance permissions are required for users who make sales that need to report to the regulator or handle inventory via Metrc or BioTrack.
Custom Categories
If enabled, it would allow the user to view, add, edit, or delete custom product categories.
This is a highly powerful permission that impacts compliance and taxes; please exercise caution when granting access to this section.
Customer Groups
Enabling customer groups allows users to view, add, edit, or delete customer segments, such as Veterans, Teachers, or Employees.
This does not need to be enabled to add customers to groups. It is only required if the user needs access to view, edit, create or delete the groups themselves.
Customers
If enabled, this permission allows users to view, add, edit, and delete customers.
At least view, add, and edit are required in order for a role to create a new customer in Maui or the Greet app.
Additional Settings
Edit Loyalty Points
If enabled, the user will be able to edit loyalty points on a customer's profile. If this is not enabled, they will be able to see the available loyalty points, help the customer spend their loyalty points, or redeem loyalty points, but not manually adjust the points in the customer's profile.
Can merge duplicate customer profiles
If enabled, the user can combine two customer records into one when the same person has been entered twice.
Deals
Deals are pre-established discounts that can be set up to auto-apply or be applied using a promo code.
If enabled, this permission grants the user access to view, add, edit, or delete these pre-established discounts.
If this permission is not enabled for a role, the user will still be able to apply discounts via the auto-apply or promo code method.
Delivery
If enabled, this user will have access to view, edit, or delete drivers or vehicles used for delivery.
Delivery drivers themselves do not need access to this permission. Only the person responsible for creating the driver and vehicles needs access to this.
Drawers
A drawer represents the physical register or tills used to check out customers.
If enabled, the user will have access to view, add, edit, or delete drawers.
If a Budtender needs to count and open or count and close their own drawer (meaning a manager is not opening it for them), they at least need access to view and edit.
Additional Settings:
View Totals
If enabled, the expected drawer totals will display when closing the drawer, and a Drawer Close receipt will be printed when the drawer is closed.
Drawer Close Receipts will not print for any user that does not have the "View Totals" permission on their Role.
Drop
Moves money around the dispensary. Drop money from the register to the safe when you have too much cash in the drawer. This action does not affect daily revenue.
If a user has access to view or edit drawers but does not have drop enabled, they will be able to set up a drop but require a manager's PIN to finalize it.
Payout
Money is leaving the dispensary. This is used when you are paying a bill directly from the register. This will affect the daily revenue.
If a user has access to view or edit drawers but does not have payout enabled, they will be able to set up a payout; however, they will require a manager's PIN to finalize it.
Pay In
Adds money to the cash drawer. This option is typically used when you need more change in your drawer.
If a user has access to view or edit drawers, but does not have pay-in enabled, they will be able to set up a drop, but require a manager's PIN to finalize it.
Pop Drawer
If enabled, the user will be able to pop the cash drawer (if connected) without making a sale.
If a user has access to view or edit drawers but does not have pop drawer enabled, they will require a manager's PIN to finalize the pop drawer.
Print Receipts
If enabled, a receipt will print when the drawer is opened or closed.
Drawer Close Receipts will not print for any user that does not have the "View Totals" permission on their Role, as well.
Ecomm
This should only be enabled if the dispensary is using Flowhub Kiosk or Ecommerce.
If enabled, the user will be able to view, add, edit, or delete any customization and settings for the store's Kiosk or Ecommerce site.
Fees
If enabled, the user has access to view, add, edit, or delete fees.
This only needs to be enabled for users who manage the fees. A user would still be able to apply a fee in the cart without having any access to Fees.
Intelligence
If enabled, the user can access Flowhub Intelligence reporting.
This is a separate area from Analytics. A role can have one without the other.
Inventory
If enabled, the user would be able to view, add, edit, or delete inventory.
To use the Stash App, a user must have the ability to view inventory.
At least view, add, and edit need to be enabled for any role that helps add or manage inventory.
Additional Settings:
Approve Discrepancy
Allows the user to approve an inventory quantity discrepancy that was submitted by another team member.
Grants the user the ability to auto-approve discrepancies and Submit Package Adjustments to Metrc.
If this is not enabled, the user could still have Audit Quantity enabled to count and submit discrepancies for inventory, but not approve any changes.
Accept Transfer
Allows the user to accept a transfer from one Flowhub store to another (both stores must be managed under the same environment in Flowhub).
Send Transfer
Allows the user to send a transfer from one Flowhub store to another (both stores must be managed under the same environment in Flowhub).
Move Quantities
Grants the user the ability to move inventory from one room to another. i.e. from the sales floor to the backstock.
Audit Quantity
Allows the user to submit a discrepancy to be reviewed by a manager before the quantity changes in Flowhub.
Override Product & Variant Fields
If enabled, this allows the user to override product and variant fields for a specific inventory batch i.e. if the price is different for a batch.
Loyalty
If enabled, the user has access to view, add, edit, or delete a Flowhub loyalty program.
This feature only needs to be enabled when using the built-in Loyalty feature in Flowhub Maui.
If your dispensary uses our two-way Loyalty integration with Springbig or Alpine IQ, please refer to our article on Two-way Loyalty here.
This only needs to be enabled for users who manage the loyalty program. A user would still be able to sign a customer up for the loyalty program without having any access to Loyalty.
Marketing
If enabled, the user has access to view, edit, create or delete the store's Loyalty Pass.
Without Marketing permissions, employees can still issue and scan customer Loyalty Passes.
Additional Permissions
Can send communications
If enabled, the user can send marketing messages to customers.
Price Profiles
If enabled, the user has access to view, add, edit, or delete Price Profiles.
Price Profiles are typically only used at stores that sell Deli-Style or Bulk Flower/Concentrate.
This only needs to be enabled for users who manage the Price Profile tiers.
Products
If enabled, the user has access to view, add, edit, or delete Products.
Only grant this to users who are adding new products (that you haven't had in the past) into Flowhub as part of the Inventory intake process.
Purchase Limits
Applicable in Ohio only.
On the role, this appears as the Can custom limit increase permission.
Enabling this allows dispensaries in OH to enter the purchase limits from the Med IDs when adding a new Medical customer.
Flowhub will automatically calculate the purchase limits for your state. Do not enable this if you are not in Ohio.
Roles
If enabled, the user has access to view, add, edit, or delete Roles (the section you are in right now)
Only grant this to users who are responsible for managing employees or permissions
Rooms
If enabled, the user has access to view, add, edit, or delete Rooms
All users need the ability to view rooms at least. This allows the user to view rooms and make a sale. If view permissions are not enabled, they will not be able to make a sale, audit inventory, add inventory, etc.
Sales
It is recommended to at least give budtenders the ability to view sales, so they can reprint receipts, confirm sales pushed to the regulator or pull up past sales.
Additional Permissions:
Void Sales
If enabled, this user can void a sale, which would remove the sale from your reporting and void the sale in Metrc.
Return Sale Items
If enabled, the user can process a refund or return.
Adjust Sales
If enabled, the user can adjust the sale and change who made the sale, who the sale was made to, or the payment method used in the sale.
Reprint Receipt
If enabled, the user can reprint a receipt for a past sale.
Shifts
If enabled, the user has access to view, add, edit, or delete employee shifts.
An employee does not need access to shifts in order to clock in or out, they only need the Hourly role toggle turned on under Basics at the top of the Role.
Store Settings
If enabled, the user has access to view or edit store settings.
If you have multiple stores on Flowhub Maui and need employees to be able to switch between stores, the user must have access to view store settings.
Taxes
If enabled, the user has access to view, add, edit, or delete taxes.
This only needs to be enabled for users who manage the taxes. Taxes will automatically apply to categories based on the settings designated in this area of Flowhub.
Teams
Necessary only when using delivery with OnFleet integration and multiple transporters.
This is typically only needed in CO or NV.
Users
If enabled, the user has access to view, add, edit, or delete Users.
Users are the employees who have access to log in to Flowhub.
Only grant this to users who are responsible for managing employees or permissions.
If you grant access to view employees to budtenders, they will be able to see their coworkers' email, address, phone number (etc) if they are entered into Flowhub.
Frequently Asked Questions
What’s the difference between “Hourly role” and the Shifts permission?
• The Hourly role toggle enables the clock-in/out functionality for a role. The Shifts permission governs whether users can manage shifts (view/edit/create/delete) beyond just clocking in/out.
If I grant “Can view” only for a section, can the user still make changes?
• No. “Can view” only allows looking at items. To edit or add items, you must enable “Can edit” and/or “Can add”.
Can I give all permissions to every employee?
• It’s best practice to grant only the permissions a user needs. Minimizing permissions helps protect sensitive operations and supports compliance.
Whoohoo! 💃
You now understand how roles and permissions work in Flowhub. With this knowledge, you can assign appropriate access levels to your team, helping your dispensary stay secure, organized, and compliant.