Roles are the overarching permissions for a user at a dispensary. Typical roles may include "budtender," "inventory manager," "GM," "accountant," "shift lead," etc. Within each role, specific permissions unlock different sections of Maui. This article provides a detailed overview of each section the user will or won't be granted access to.
Each permission comes with four levels of access:
Can View: Only allows you to see a specific item.
Can Edit: Only allows you to edit an existing item.
Can Create: Only allows you to create a new item.
Can Delete: Only allows you to delete a specific item.
You can select multiple permissions per role.
Some roles, like Inventory, Drawers, Sales, and Carts, have additional options.
Some additional Role Articles:
If this is enabled, the user will have access to clock in and out in Flowhub Maui.
If enabled, allows the user to view, edit, create or delete reporting
The user would not be able to delete your custom reports, only their own ones.
Budtender Metrics
If enabled, allows the user to view their metrics for the day, week or month when they click on their initials in the upper right corner.
Carts
If enabled, allows the user to view, edit, create, or delete Carts.
"Carts" are what inventory is added to when a customer is checking out.
Access to view, edit, create, and delete are required in order for a user to be able to check out a customer.
Add to Cart with Click
If enabled, allows the user to add an inventory item to the cart by clicking the purple plus button. If this is not enabled, no purple plus button will appear and the user will have to scan the SKU in order to add an item to the cart.
Apply Discounts
If enabled, allows the user to give an inline discount. This is a discount that is not already established under deals and given to the customer in random scenarios.
A user will always be able to set up a discount (weather this is enabled or not) but their PIN will not work to apply the discount unless Apply Discounts is enabled.
Compliance
Full access to compliance is required to push sales to Metrc (i.e. needed for budtenders with states with Live Sales Push, or budtenders who will be Batch EOD pushing sales to Metrc. If the budtender won't be doing either of these things, then no need to give them these permissions).
Full access is also required to pull packages from Metrc to add to inventory (i.e. using the Metrc discrepancy or Manifest tab to add inventory).
If enabled, it would allow the user to view, edit, create, or delete custom categories.
This is a very powerful permission, please use caution when giving access to this permission.
Categories is defined as Edibles, pre-rolls, Flower, Concentrates, etc.
Enabling customer groups would allow the user to view, edit, create or delete customer groups.
This does not need to be enabled to add customers to groups, only required if the user needs access to view, edit, create or delete customer groups.
Some examples of Customer Groups are Veterans, Industry, Students, VIP Members, etc.
If enabled, this permission would allow the user to view, edit, create, or delete customers
At least view, edit, and create is required in order for a role to create a new customer in Maui or the Greet app.
Edit Loyalty Points
If enabled, the user will be able to edit loyalty points on a customers 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 customers profile.
Deals are pre-established discounts that can be set up to auto-apply or use a promo code to apply.
If enabled, this permission would grant the user access to view, edit, create, 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.
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 need access to this.
A drawer represents the physical register or tills used to check out customers.
If enabled, the user will have access to view, edit, create or delete drawers.
If a Budtender needs to count and open/count and close their own drawer (meaning a manager is not opening it for them) they at least need access to can view and edit.
View Totals
If enabled, the user will see drawer totals when closing the drawer, and a Drawer Close receipt will print 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. 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 the drop.
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 drop but require a manager's PIN to finalize the payout.
Pay In
Adds money to the cash drawer. This option is typically used when you need more cash 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 the pay in.
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 be able to set up a drop but 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.
This should only be enabled if the dispensary is using Flowhub Kisok
If enabled, the user will be able to view, edit, create or delete any customization for the stores Kiosk
If enabled, the user has access to view, edit, create, or delete fees.
This only needs to be enabled to users who manage the fees. A user would still be able to apply a fee in the cart without having any access to Fees.
If enabled, this user would be able to view, edit, create or delete inventory.
If a user is planning on using the Stash App, they would need the ability to view inventory.
At least can view, edit, and create need to be enabled for any role that helps add or manage inventory.
Approve Discrepancy
Allows the user to approve a 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.
Allows the user to accept a transfer from one Flowhub store to another (both stores must be managed under the same environment in Flowhub)
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. move inventory 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
i.e. if the price is different for this batch
If enabled, the user has access to view, edit, create, or delete a Flowhub loyalty program.
This 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 to users who manage the loyalty program. A user would still be able to apply sign a customer up into the loyalty program without having any access to Loyalty.
If enabled, the user has access to view, edit, create, 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 to users who manage the Price Profile tiers. Granting a user access to edit, create, or delete would allow them to edit the Bulk Flower/Concentrate prices.
If enabled, the user has access to view, edit, create, 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.
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.
If enabled, the user has access to view, edit, create, or delete Roles (the section you are in right now)
Only grant this to users who are responsible for managing employees or permissions
If enabled, the user has access to view, edit, create, or delete Rooms
All users need the ability to view rooms at least. This allows this user to see rooms to be able to make a sale. If view is 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.
Void Sales
If enabled, this user can void a sale, which would remove the sale from your reporting and void the sale on 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.
If enabled, the user has access to view, edit, create, or delete shifts
An employee does not need access to shifts in order to clock in or out, they only need the checkbox "Hourly Employee" selected at the top of the Role.
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 from one store to another, the user needs access to at least view store settings
If enabled, the user has access to view, edit, create, or delete taxes.
This only needs to be enabled to users who manage the taxes. Taxes will automatically apply to categories based on the settings set up 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
If enabled, the user has access to view, edit, create, or delete Users
Users are the employees who have access to login 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.
If you have additional questions, please reach out to our Product Support team!