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Roles and what each one can do

“Why can they see that when I cannot?” is one of the most common questions in BevWerk, and the answer is almost always a role.

Roles are assigned per user

Section titled “Roles are assigned per user”

Each user carries a User Role, set when you add them and changeable later. The role decides which parts of the product appear — not just whether an action succeeds, but whether it is offered at all.

That distinction matters when you are helping a colleague over the phone. If they cannot find a menu item you are describing, the likely explanation is that BevWerk is not showing it to them, not that they are looking in the wrong place.

Manager-only surfaces

Section titled “Manager-only surfaces”

Manager access controls the parts of BevWerk that affect the whole business rather than a single shift, including Reports, Website, company-wide settings, subscription details, and exporting company data.

Employees keep the operational surfaces they need for service.

Your first role is the one that counts

Section titled “Your first role is the one that counts”

A user can hold more than one role. When that happens, BevWerk uses the first role assigned, because that is the role your session actually runs as when the server checks a permission.

This is worth knowing because it produces a genuinely confusing case: someone whose roles are listed as employee first and manager second is treated as an employee. Adding a manager role alongside an existing one is not the same as making someone a manager. If a colleague should have manager access and does not appear to, check the order of their roles rather than just whether “manager” is present.

There is one rough edge here we have not smoothed yet: a small number of menus open for anyone holding a manager role in any position, while the actions inside them follow the stricter first-role rule. The effect is a menu that opens but looks emptier than expected. The fix is the same — correct the role order.

Deactivating rather than deleting

Section titled “Deactivating rather than deleting”

A user can be Deactivated instead of removed. Their record and history stay intact; they simply cannot sign in. Use Hide Deactivated to keep the list focused on current staff.

Deactivation is the right tool when someone leaves. Deleting a person who has history attached would make past activity harder to explain, and seasonal staff often come back.

Location assignment

Section titled “Location assignment”

Users are assigned to a Location, or to All Locations for people who work across rooms. This shapes which data they see once signed in — see Manage locations and the active location.

What to do next

Section titled “What to do next”