How to control who can view and edit sales actions in Rezerv

As your team grows, more staff may need access to sales information in Rezerv. Front-desk staff may need to check whether a customer has paid, cashiers may need to create transactions, and managers may need to handle refunds or payment issues.

The challenge is deciding how much access each person should have. A staff member may need to view a transaction to help a customer, but that does not always mean they should be able to edit it, waive a payment, void a sale, or process a refund.

Rezerv’s expanded Sales Roles & Permissions gives you more control over these decisions. You can choose which sales-related functions are available to each staff role and set individual actions as View only or Allow editing. 

This covers everyday tasks such as creating transactions and recording offline payments, along with more sensitive actions such as retrying charges, changing payment statuses, voiding transactions, and issuing refunds.

In this guide, we’ll explain how these permissions work, when more detailed access controls become useful, and how to decide which responsibilities belong to each role. 

Once you have planned the right access for your team, you can visit our Support Center for the step-by-step setup instructions.

I. Does everyone on your team need the same Sales access?

Giving every staff member full sales access feels efficient. Everyone can handle whatever comes up at the desk, and nothing waits on you. The cost shows up later, in three specific ways.

1. Revenue leaks through actions that move money the wrong direction

A handful of sales actions do more than record a payment. They take money back out, write it off, or mark it collected when it never was.

Void a transaction. Waive a charge. Mark an invoice paid offline. Push a refund through the gateway. Flag a balance as uncollectible. Each one changes what your business actually earned.

When every staff member can perform these, small losses slip through without anyone deciding they should. A waived class fee here, a refund issued too freely there, an offline "paid" that never hit the bank. Added up across a busy month, that's revenue you earned and then quietly gave back.

2. Honest mistakes get expensive

Most sales errors come from a rushed click at a busy front desk.

A staff member means to retry a failed charge and voids it instead. They refund the wrong transaction. They mark an invoice paid to clear a member who's standing right there, then forget to reconcile it. The member moves on and the record stays wrong.

The more people who can perform high-impact actions, the more surface area you have for these mistakes. The ones involving money are also the hardest to catch after the fact, because the transaction looks complete. Nothing flags it. You find it when the numbers don't add up at month end.

3. You lose a clear answer to who can do what

As the team grows, "everyone can do everything" turns into a question you can't answer cleanly.

Who's allowed to issue refunds? Who should be voiding transactions? Should the newest front desk hire be able to waive charges at all? When access is identical for every role, the honest answer is that anyone can do anything, which means no one owns the sensitive actions and no one is clearly accountable for them.

That vagueness is the real cost. You want the people moving money to be the people you decided should move it, and blanket access takes that certainty away.

This is what granular Sales permissions are built to fix.

The rest of this article walks through how the permissions work, which actions you control, and how to shape access around the real roles on your team.

II. How granular Sales permissions work

Sales permissions in Rezerv work at the level of individual actions. Rather than granting a staff role blanket access to everything under Sales, you decide what that role can do for each specific action, one by one.

Every sales action gives you two settings: View only and Allow editing.

• View only lets the role see the action and the information around it without performing it. A staff member on view only for Void transaction sees that voiding exists and sees voided transactions in the record, and the control to actually void stays out of reach. They have visibility. They don't have the ability to act.

• Allow editing gives the role the full action. They can perform it themselves, whenever the job calls for it.

That distinction runs through every sales action individually, which is where the real control comes from. 

You're not choosing one access level for the whole Sales section. 

You set View only or Allow editing action by action, so a single role can be trusted with the everyday work and held back from the sensitive parts at the same time.

A front desk role is the clearest example. 

You give them Allow editing on Create transactions and Mark as paid (Offline) so they can take payments at the desk, and you leave them on View only for Void transaction, Waive transaction, and Refund via gateway. 

They handle the day-to-day without any ability to move money back out. The same role, shaped one action at a time to fit exactly what the job needs.

Once you've built a role this way, you assign it to staff.

Each staff member carries the access their role defines. Change what a role can do and every staff member on that role updates with it, so you're shaping access around jobs rather than reconfiguring each person by hand.

III. The sales actions you control

Every action under Sales gets its own View only or Allow editing setting. To decide where each one belongs for your team, it helps to see them in two groups: the actions that handle everyday sales, and the actions that move money back out or write it off.

1. Everyday transaction handling

These are the actions a front desk runs through on a normal shift. They record sales and take payment, and they carry the lowest risk when a staff member gets them wrong.

• View transactions shows the sales records so a staff member can look up a payment, a balance, or a member's history.

• Create transactions starts a new charge or sale, which is the core of taking a payment at the desk.

• Edit transactions (Pre-payment) adjusts a transaction before any money changes hands, so a correction to an unpaid charge stays easy to make.

• Mark as paid (Offline) records a payment that came in outside the gateway, such as cash or a bank transfer.

2. Sensitive controls that move or write off money

These actions reverse a payment, forgive a charge, or change what your business is owed. Each one has a direct effect on revenue, which is why they're the actions most worth keeping with specific roles.

• Edit transactions (Post-payment) changes a transaction after payment has already gone through.

• Void transaction cancels a transaction outright.

• Waive transaction forgives a charge so the member no longer owes it.

• Retry Charge via gateway re-attempts a failed payment through the processor.

• Refund via gateway sends money back to the member through the payment processor.

• Mark as refund records a transaction as refunded.

• Mark as uncollectible writes off a balance as unrecoverable.
• Mark as overdue flags a balance as past due.

• Mark as approve clears a pending transaction to go through.

• Mark as decline rejects a pending transaction.

3. The split between these two groups is where most of your access decisions live.

The everyday actions usually belong with anyone working the desk. The sensitive controls are the ones to think carefully about, because those are the actions that carry real financial weight when the wrong person can perform them.

The next section walks through how to match both groups to the actual roles on your team.

IV. Matching access to the roles on your team

The two-group split becomes practical when you map it to the people actually working in your business.

Most gyms and studios end up with some version of three roles:

• A front desk that runs daily transactions
• A manager who handles exceptions
• A finance person who owns the money at the account level

Each one needs a different reach into Sales. These are starting points. Your team might combine roles or split them further, and the permissions bend to whatever shape your business takes.

1. Front desk

The front desk takes payments and answers member questions about their account. That's the everyday group, and little beyond it.

Allow editing:

• Create transactions
• Mark as paid (Offline)

View only: the sensitive controls.

They process sales and record cash or transfers at the desk, and they see the full picture of a member's account without the ability to void, waive, or refund. When a member asks for money back, the request moves to someone with the authority to handle it. That's exactly the checkpoint you want.

2. Manager

A manager handles the situations the front desk escalates. A member disputes a charge, a payment needs reversing, a fee gets forgiven for a genuine reason. They need to act on those without waiting on you.

Allow editing:

• Void transaction
• Waive transaction
• Refund via gateway
• Retry Charge via gateway

Whether the heavier write-off actions like Mark as uncollectible belong here depends on how much financial authority you want a manager to carry. Some owners keep those with finance. Others trust an experienced manager with the full set. The per-action control lets you draw that line exactly where you're comfortable.

3. Finance

A bookkeeper or finance person keeps the records accurate and the revenue reconciled. Their work lives in the actions that shape what the business is owed and what it has written off.

Allow editing:

• Mark as uncollectible
• Mark as overdue
• Mark as refund
• Mark as approve
• Mark as decline

Depending on how your team is structured, finance might also handle Refund via gateway directly rather than leaving it with managers. The person closing the books gets the reach to keep them clean, and the people at the desk don't.

4. The through-line across all three is simple.

Each role gets full editing on the actions their job requires and view-only visibility everywhere else.

• The front desk sees everything and moves nothing sensitive.
• The manager resolves the day-to-day exceptions.
• Finance owns the write-offs and reconciliation.

Money-moving stays with the people you decided should own it, and everyone still has the visibility they need to do their work.

V. What this protects in your business

Granular Sales permissions change more than who clicks which button. They give you a set of protections that hold up as your team and your revenue grow.

1. Your revenue stays where it should

The actions that move money back out now sit with the people you chose.

Refunds, voids, waived charges, and offline payments happen on purpose, by someone with the authority to make that call. The quiet losses that come from anyone being able to reverse a payment stop having a way in.

2. Mistakes have less room to happen

A staff member can't fumble an action they don't hold.

When the front desk carries View only on Void and Refund, a rushed click at a busy moment can't turn into a wrongly reversed payment. You shrink the surface area for costly errors down to the roles that are meant to handle those actions in the first place.

3. You always know who can do what

"Who's allowed to issue refunds?" now has a clean answer.

Access maps to roles, and roles map to jobs. When you need to know who can void a transaction or waive a fee, the answer lives in the role, not in a guess about who happens to have full access.

4. You can delegate without giving up the money

This is what makes growing the team feel safe.

You hand the front desk everything they need to run a shift and keep the sensitive controls with managers and finance. Your people get the access to do their jobs well, and you keep your hand on the actions that carry real financial weight.

5. Access grows with the business

New hires slot into a role that already carries the right permissions.

You're not reconfiguring access one person at a time as the team expands. A new front desk hire gets the front desk role and inherits exactly the right reach on day one, sensitive controls already held back.

VI. What to think through before you set it up

The permissions are straightforward to apply. The decisions behind them are worth a little thought first, so the roles you build match how your team actually works.

1. Map your real roles before you build them

Start with the jobs you already have, not the ones the software suggests.

Write down who does what with money today. Who takes payments, who handles refunds and disputes, who reconciles the books. The roles you build should mirror that reality, so the permissions fit the work instead of forcing the work to fit the permissions.

2. Decide where the sensitive line sits

The everyday actions are easy to place. The money-movers are the real decision.

Go through Void, Waive, Refund via gateway, Mark as uncollectible, and the rest, and decide which role owns each one. The manager-versus-finance split is where most of this thinking happens, so settle it deliberately rather than defaulting everyone to full access.

3. Remember that View only still gives full visibility

Holding an action back doesn't leave a role in the dark.

A front desk on View only for refunds still sees every refund on a member's account. They have the information to answer questions and understand what's happening. What they don't have is the ability to act. That distinction lets you restrict the sensitive controls without slowing down the desk.

4. Keep a plan for escalation

When a role can't perform an action, that request has to go somewhere.

Decide how the front desk hands off a refund request to a manager, and how a manager escalates a write-off to finance. The permissions create the checkpoint. Your team needs to know the path through it, so a held-back action turns into a quick handoff rather than a member left waiting.

5. Review roles as the team changes

The right setup today shifts as people grow into their jobs.

An experienced manager may earn more financial authority over time. A new finance hire may take actions off a manager's plate. Revisit your roles when the team changes, and the permissions keep pace with who you actually trust with what.

Set up granular Sales permissions in Rezerv

Building sales roles takes a few minutes, and it doesn't take a finance background to get right.

Once your roles are set, the rest runs on its own. Assign a role to a staff member and they carry exactly the access it defines, sensitive controls held back, everyday actions ready to go.

The step-by-step lives in our support center, where you'll find everything you need to:

• Create or edit a role under Management > Staff > Roles
• Set View only or Allow editing for each sales action
• Assign roles to your staff

Visit the support center



Not sure how to split access across your team? Reach out via live chat in your business portal, and we'll help you shape roles that fit how your business actually runs.