Comprehensive reference for all employee permissions across BookNow systems. Permissions control user access and actions, ensuring proper security and accountability.
EPOS Permissions
Core EPOS Operations
EPOS Configuration
Allows access to EPOS configuration settings and system preferences.
When disabled: Configuration options are hidden from the user interface.
Register Management
Grants access to register operations including opening/closing registers and cash drawer controls.
When disabled: Users cannot perform register management functions.
Cash Movement
Allows cash drawer operations such as no-sale opens and cash adjustments.
When disabled: Cash drawer operations are restricted.
Blind Cash Up
When enabled, hides expected cash values during register closure.
When disabled: Users can see expected amounts during cash-up process.
Payment Methods
Cash
Enables cash payment acceptance in EPOS transactions.
Credit Card
Allows credit card payment processing.
MOTO (Mail Order/Telephone Order)
Enables MOTO payment processing for phone/mail orders.
Payment Link
Allows generation and use of payment links for customers.
Skip Payment
Permits skipping payment collection for comp/free transactions.
Voucher
Enables voucher payment acceptance and processing.
BACS
Allows BACS (bank transfer) payment method.
Check/Cheque
Enables check payment acceptance.
Financial Operations
Manual Discounts
Allows application of manual discounts to orders and individual items.
When disabled: Users cannot apply custom discount amounts.
Balance Transfer
Enables balance transfer functionality between accounts or bookings.
Tax Exemption
Allows users to apply tax exemptions to transactions.
When disabled: All transactions must include applicable taxes.
Can Pre-Auth
Permits pre-authorization of payment cards without immediate capture.
When disabled: Only immediate payment capture is available.
Can Use MOTO Deposits
Allows processing of deposits through MOTO payment methods.
Special Products & Booking Management
Create Negative Balance Products
Allows creation of special products with negative values for custom refunds.
When disabled: Users cannot enter negative values for special products.
Use case: Essential for processing custom refunds on historic bookings.
Override Product Configurations
Permits bypassing minimum/maximum days out and quantity restrictions during checkout.
When disabled: Users must adhere to all product configuration restrictions.
Edit Bookings
Grants ability to modify existing bookings through the EPOS system.
When disabled: Users can only view booking information.
Cancel Bookings
Allows cancellation of bookings with appropriate processing.
When disabled: Users cannot cancel bookings.
Override Membership Settings
Permits overriding membership-specific settings and restrictions.
Refund Operations
Refunds
Enables processing of standard refunds for transactions and bookings.
When disabled: Users cannot process any refunds.
Refund to Voucher
Allows refunds to be processed as vouchers instead of original payment method.
When disabled: Refunds must go back to original payment method.
Additional EPOS Functions
Send Invoice
Allows users to send invoices to customers directly from the EPOS system.
Reservations Calendar Permissions
Core Calendar Operations
Edit Bookings
Allows users to create and modify regular customer reservations in the calendar.
When disabled: Users can view the calendar but cannot create or edit any bookings.
Required for: Front desk staff, booking agents, customer service representatives.
Edit Events
Enables users to create and modify event bookings such as parties, tournaments, and corporate events.
When disabled: Users cannot access event products or event booking features.
Required for: Event coordinators, sales staff, management.
Note: Event products are identified by the Is Event Product field.
Edit Asset Calendar
Allows users to block assets for maintenance, cleaning, or special purposes.
When disabled: Users cannot create or modify asset blocks.
Required for: Facility managers, maintenance staff, supervisors.
Revenue impact: Blocked assets cannot generate bookings during blocked periods.
Special Context: Record Pages
Automatic Permission Bypass
When accessing the calendar from a Salesforce record page (like an Opportunity), permissions are automatically bypassed to allow full functionality within that specific record context. This ensures sales processes aren't interrupted while maintaining general security.
Inventory Management Permissions
Inventory Overview
View Inventory Overview
Enables view access to the Inventory Overview Page.
Edit Inventory Overview
Enables edit access to the Inventory Overview Page, users can Add Items and Link Inventory.
Inventory Management
View Inventory Management
Enables view access to the Inventory Management Page.
Edit Inventory Management
Enables edit access to the Inventory Management Page, users can edit Replenishment Items, Purchase Orders and Disputes.
Inventory Adjustment
View Inventory Adjustment
Enables view access to the Inventory Adjustment Page.
Edit Inventory Adjustment
Enables edit access to the Inventory Adjustment Page, users can create adjustments for Inventory Items and Products.
Inventory Reconciliation
View Inventory Reconciliation
Enables view access to the Inventory Reconciliation Page.
Edit Inventory Reconciliation
Enables edit access to the Inventory Reconciliation Page, users can complete Stock Checks.
Recipe Management
View Recipes
Enables view access to the Recipes Page.
Edit Recipes
Enables edit access to the Recipes Page, users can create and edit Recipes.
Permission Implementation
Real-Time Permission Checking
The system validates permissions before allowing actions. Depending on the permission state:
- When permitted: Actions proceed normally without interruption
- When restricted: Options may be hidden or show error messages when attempted
- Elevated permissions: Some actions require supervisor authentication for additional security
Permission Inheritance & Consistency
Permissions are tied to employee accounts and remain consistent across:
- All devices and browser sessions
- Different system interfaces (EPOS, Reservations, Inventory)
- Various access points within Salesforce
Supervisor Override System
When staff need to perform actions beyond their permissions, supervisors can enter their PIN to temporarily authorize the action, creating an audit trail while maintaining security.
Role-Based Permission Templates
Front Desk Staff
- Edit Bookings ✓
- Cash, Credit Card, Voucher payments ✓
- Basic refund processing ✓
- View inventory functions ✓
Event Coordinators
- Edit Bookings ✓
- Edit Events ✓
- All payment methods ✓
- Manual discounts ✓
- Advanced booking management ✓
Facility Managers
- Edit Bookings ✓
- Edit Asset Calendar ✓
- Inventory management (view & edit) ✓
- Cash movement operations ✓
Supervisors/Managers
- All EPOS permissions ✓
- All Reservations permissions ✓
- All Inventory permissions ✓
- Financial operations & overrides ✓
Security Best Practices
Permission Audit Checklist
- Review permissions quarterly or when roles change
- Document permission assignments with business justifications
- Monitor elevated permission usage through audit logs
- Remove permissions when employees change roles or leave
- Test permission restrictions regularly to ensure proper enforcement
Elevated Permission Controls
- Require supervisor PINs for sensitive operations
- Set time limits for elevated permission sessions
- Regularly review elevated permission logs
- Document exceptions and special circumstances
Quick Reference Tables
EPOS Permissions by Category
| Category | Permission | Purpose |
|---|---|---|
| Core Operations | EPOS Configuration | System settings access |
| Register Management | Open/close registers | |
| Cash Movement | Cash drawer operations | |
| Blind Cash Up | Hide expected amounts | |
| Payments | Cash/Credit/MOTO/etc. | Payment method availability |
| Skip Payment | Comp transactions | |
| Can Pre-Auth | Payment pre-authorization | |
| Financial | Manual Discounts | Custom discount application |
| Tax Exemption | Apply tax exemptions | |
| Balance Transfer | Move balances between accounts | |
| Booking Management | Edit/Cancel Bookings | Modify customer reservations |
| Override Settings | Bypass restrictions | |
| Refunds | Standard Refunds | Process refunds |
| Refund to Voucher | Alternative refund method |
Reservations Calendar Permissions
| Permission | Required For | Common Roles |
|---|---|---|
| Edit Bookings | Standard reservations | Front desk, booking agents |
| Edit Events | Parties, tournaments | Event coordinators, sales |
| Edit Asset Calendar | Asset maintenance blocks | Facility managers, supervisors |