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Recommended Roles and Permissions

Learn which roles and permissions to assign in Flowhub to manage dispensary staff access effectively.

Elizabeth Lyons avatar
Written by Elizabeth Lyons
Updated over 2 weeks ago

Flowhub’s Roles and Permissions system helps you manage access across your dispensary so employees have the tools they need — and only the permissions that apply to their role. This guide will help you understand which permissions to enable for common dispensary positions.

Understand Roles and Permissions

Each employee is assigned a Role that defines their access within Flowhub.
Permissions determine what each role can view, create, edit, or delete in the system.

💡 Tip: Assign permissions carefully — granting unnecessary access can expose sensitive information or disrupt operations.

Recommended Roles

Below are suggested permissions for standard dispensary roles. You can customize these to meet your store’s specific needs. For more information on what each permission does, see our article Role Permissions Defined.

Budtender

Designed for frontline employees handling customer transactions.

View

Edit

Create

Delete

Additional Notes

Budtender Metrics

Yes

Carts

Yes

Yes

Yes

Yes

  • Add to Cart with Click - OPTIONAL (if enabled, employees will see a plus button to add items to the cart without needing to scan them).

  • Apply Discounts -OPTIONAL (budtender can still apply inline discounts and Deals in the cart, but won't be able to approve inline discounts with PIN unless this is checked).

  • "Delete Carts" allows a budtender to use the "Customer Left" button in Cashier.

Compliance

Yes

Yes

Yes

Yes

  • Needed to push sales to the regulator (i.e., needed for budtenders with states with Live Sales Push, or budtenders who will be Batch EOD pushing sales to the regulator).

Customer Groups

Yes

  • Ensures that the employee can check a customer in on the Greet App.

Customers

Yes

Yes

Yes

  • Edit Loyalty Points - OPTIONAL

Deals

Yes

Drawers

Yes

Yes

  • View totals - OPTIONAL (If enabled, the user sees expected drawer totals at drawer close. If disabled, "blind drawer close")

  • Drop - OPTIONAL (If enabled, the user can make a drop).

Inventory

Yes

  • Ensures the employee can see the Inventory in the Cashier for making sales

Rooms

Yes

Sales

Yes

  • Ensures the employee can view previous sales and reprint receipts, etc.

  • Void Sales - OPTIONAL

  • Return Sales - OPTIONAL

  • Adjust Sales - OPTIONAL

Store Settings

Yes

Shift Lead

The Shift Lead oversees the day-to-day operations, ensures customer satisfaction, manages staff, and addresses any operational challenges that may arise. This role has mid-level permissions.

View

Edit

Create

Delete

Additional Notes

Analytics

Yes

Yes

Budtender Metrics

Yes

Carts

Yes

Yes

Yes

Yes

  • Apply Discounts - YES

  • Add to Cart with Click - YES (if enabled, employees will see a plus button to add items to the cart without needing to scan them).

Compliance

Yes

Yes

Yes

Yes

  • Needed to push sales to Regulator (i.e. needed for employees in states with Live Sales Push, or employees who will be Batch EOD pushing sales).

Customer Groups

Yes

Yes

Yes

Customers

Yes

Yes

Yes

Yes

  • Edit Loyalty Points - YES

Deals

Yes

Yes

Yes

Delivery

Yes

Yes

N/A

Yes

  • Please reach out to a Flowhub team member or the Product Support team (help@flowhub.com) to have Delivery enabled for your store.

  • The "Can Delete" permission gives the user the ability to cancel delivery orders.

Drawers

Yes

Yes

Yes

  • View Totals - OPTIONAL (if enabled, the user sees expected drawer totals at drawer close. If disabled, "blind drawer close". Note: view totals also print drawer open/close receipts).

  • Drop - YES

  • Payout - OPTIONAL

  • Pay In - YES

  • Pop Drawer - OPTIONAL

  • Print Receipts - OPTIONAL

Inventory

Yes

Yes

  • Move Quantities - YES

  • Audit Quantity - YES

  • Override Product & Variant fields - YES (allows user to bring in inventory)

Marketing

Yes

Yes

Yes

Yes

  • Needed to manage Loyalty Pass features

Price Profiles

Yes

Products

Yes

  • Needed to move inventory

Rooms

Yes

  • Needed to move inventory

Sales

Yes

Yes

  • Void Sales - YES

  • Return Sale Items - YES

  • Adjust Sales - YES

Store Settings

Yes

Teams

Yes

Yes

Yes

  • Necessary only when using delivery with OnFleet integration and multiple transporters.

Inventory Manager

The Inventory Manager oversees the Inventory. From adding new inventory, auditing inventory, to ensuring everything matches between the regulator and Flowhub, this user is responsible for non-customer actions. This role has mid-level permissions.

View

Edit

Create

Delete

Additional Notes

Analytics

Yes

Yes

Yes

Yes

Budtender Metrics

Yes

Compliance

Yes

Yes

Yes

Yes

  • Needed to push sales to regulator or add Inventory from regulator

Custom Categories

Yes

Yes

Yes

Yes

Deals

Yes

Yes

Yes

Yes

Ecomm

Yes

Yes

Yes

Yes

Inventory

Yes

Yes

Yes

Yes

Price Profiles

Yes

Yes

Yes

Yes

Products

Yes

Yes

Yes

Yes

Rooms

Yes

Yes

Yes

Store Settings

Yes

General Manager/Owner

The primary person in charge and decision-maker. This role has full permissions in Maui.

View

Edit

Create

Delete

Additional Notes

Analytics

Yes

Yes

Yes

Yes

Billing

Yes

Yes

Yes

Yes

Budtender Metrics

Yes

Carts

Yes

Yes

Yes

Yes

  • Apply Discounts - YES

  • Add to Cart with Click - YES

Compliance

Yes

Yes

Yes

Yes

  • Needed to push sales to Regulator or add Inventory from Regulator

Custom Categories

Yes

Yes

Yes

Yes

Customer Groups

Yes

Yes

Yes

Yes

Customers

Yes

Yes

Yes

Yes

  • Edit Loyalty Points - Yes

Deals

Yes

Yes

Yes

Yes

Delivery

Yes

Yes

N/A

Yes

  • Please reach out to a Flowhub team member or the Product Support team (help@flowhub.com) to have Delivery enabled for your store.

  • The "Can Delete" permission gives the user the ability to cancel delivery orders.

Drawers

Yes

Yes

Yes

Yes

  • View Totals - YES

  • Drop - YES

  • Payout - YES

  • Pay In - YES

  • Pop Drawer - YES

  • Print Receipts - YES

Ecomm

Yes

Yes

Yes

Yes

Fees

Yes

Yes

Yes

Yes

Inventory

Yes

Yes

Yes

Yes

Loyalty

Yes

Yes

Yes

Yes

  • Grants permissions to create or edit store's loyalty program

Marketing

Yes

Yes

Yes

Yes

  • Needed to manage Loyalty Pass features

Price Profiles

Yes

Yes

Yes

Yes

Products

Yes

Yes

Yes

Yes

Purchase Limits

n/a

n/a

n/a

n/a

  • Applicable in Ohio Only

Roles

Yes

Yes

Yes

Yes

Rooms

Yes

Yes

Yes

Yes

Sales

Yes

Yes

N/A

N/A

Shifts

Yes

Yes

Yes

Yes

Store Settings

Yes

Yes

Yes

Yes

Taxes

Yes

Yes

Yes

Yes

Teams

Yes

Yes

Yes

Yes

  • Necessary only when using delivery with OnFleet integration and multiple transporters.

Users

Yes

Yes

Yes

Yes

Frequently Asked Questions

Can I assign multiple roles to a single user?
• No. Each employee can have only one role at a time.

Should every employee have “Can Delete” permissions?
• No. Restrict this to management or compliance roles to prevent accidental data loss.

Where can I learn more about what each of these permissions does?

• Check out our article, Role Permissions Defined.

You did it! 🙌

You’ve successfully set up and customized your team’s roles and permissions in Flowhub! With clearly defined access levels, your dispensary can operate efficiently, securely, and in full compliance.

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