Roles group users with similar responsibilities into categories. Each role has a defined set of permissions within areas of the Ventrata dashboard, so called Dataset Permissions, as well as action permissions which extend the role's capabilities in an area.

A user can be assigned more than one role.

In this article you will learn how to create roles and what the above mentioned permissions mean and/or allow users do.

Create a Role

In the Ventrata dashboard, go to Admin > Account Settings



Press the Roles tab.



In the action bar, press the + New Role button.



Enter role name. Use a descriptive title indicative of the role's function in your organisation, such as Accounts Team or Reseller Management.



Under Dataset Permissions, select 'See' and 'Modify' next to the area which the role should be able to view and edit.

To view the list of dataset permissions, jump to the Dataset Permissions section.

You have the option to press the SELECT READ ALL and SELECT WRITE ALL buttons to give the role read/write access to all areas of the dashboard.

Select which columns are disabled for the role or keep 'All Columns' checked to keep all columns visible.



De-select which action permissions are not available to the role.

To view the list of action permissions, jump to the Action Permissions section.

By default, all action permissions are allowed. You have the option to press the DE-SELECT ALL button to disallow all and cherry pick individual permissions.



Press the Create Role button.



Assign role to users.

To learn how to create users, read our article Users.

Dataset Permissions

In the table below, permissions in the 'Modify' column are always added on top of 'See' permissions. Therefore, if both 'See' and 'Modify' are enabled, the role has all the permissions listed in the dataset row.

Dataset Permission	See	Modify
Adjustments	has access to the Bookings > Adjustments page and can view booking detail with adjustment	has access to Bulk Actions and Restore functionality
Agents	has access to the Resellers > Agents page and can view agent detail	can delete, update and duplicate agents; has access to Bulk Actions and Restore functionality
Articles	has access to the Web Checkout > Articles page and can view article detail	can create, delete, update and duplicate articles; has access to Bulk Actions
Availabilities	has access to the Products > Availabilities page and can view availability detail	can delete, update and duplicate availabilities; has access to Bulk Actions functionality
Bands	has access to the Resellers > Bands page and can view band detail	can create, delete, update and duplicate bands; has access to Bulk Actions, Restore and Pricing functionality
Barcodes	has access to the Products > Barcodes page, can view barcode detail and download barcodes csv	can create, delete, update and duplicate barcodes; has access to Bulk Actions functionality
Batches	has access to the Resellers > Batches page and can view batch detail	can create, delete, update and duplicate batches; has access to Bulk Actions functionality
Bill Items	can view the Bill Item section of the bill detail on the Supplier Settings > Bills page	has access to the TRANSACTION FEE button on the bill detail under bill item
Bills	has access to the Supplier Settings > Bills page and can view bill detail	has access to Bulk Actions functionality
	This section comes with the new Ventrata pricing plan. If you cannot see this section, reach out to your Ventrata account manager to learn more.
Bookings	has access to the Bookings > Bookings page, can view booking detail and can create, delete, update and duplicate Labels	has access to Bulk Actions functionality
Brands	has access to the Products > Brands page and can view brand detail	can create, delete, update and duplicate brands; has access to Bulk Actions functionality
Campaigns	has access to the Products > Campaigns page and can view campaign detail	can create, delete, update and duplicate campaigns, can set up campaign managers; has access to Bulk Actions functionality
Channels	has access to the Supplier Settings > Channels page and can view channel detail	can create, delete, update and merge channels; has access to Bulk Actions functionality
Closures	has access to the Products > Closures page and can view closure detail	can create, delete, update and duplicate closures; has access to Bulk Actions functionality
Comments	has access to the Activity > Comments page and can view comment detail	has access to Bulk Actions functionality
Configs	has access to the Ticket Terminals > Configs page and can view config detail	can create, delete, update and duplicate configs; has access to Bulk Actions functionality
Connections	has access to the Connections > Connections page and can view connection detail	can create, delete, update and duplicate connections; has access to Bulk Actions and Restore functionality
Counters	has access to the Products > Counters page and can view counter detail	can create, delete, update and duplicate counters; has access Bulk Actions functionality
Customers	has access to the Booking > Customers page and can view customer detail	can create, delete, update and duplicate customers; has access to Bulk Actions and Restore functionality
Destinations	has access to the Products > Destinations and can view destination detail	can create, delete, update and duplicate destinations; has access to Bulk Actions and Restore functionality
Dispatches	has access to the Pickups > Dispatches and can view dispatch detail	can create, delete, update and duplicate dispatches; has access to Bulk Actions functionality
Disputes	has access to the Transactions > Disputes page and can view dispute detail	can update dispute and submit evidence; has access to Bulk Actions functionality
Duties	has access to the Ticket Terminals > Duties page and can view duty detail	can create, delete, update and duplicate duties; has access to Bulk Actions and Restore functionality
Email Templates	has access to the Products > Email Templates page and can view template detail	can create, delete, update and duplicate email templates; has access Bulk Actions functionality
Events	has access to the Web Checkouts > Events page and can view event detail	can create, delete, update and duplicate events; has access to Bulk Actions functionality
Gateways	has access to the Supplier Setting > Gateways page and can view gateway detail	can create, delete, update and duplicate gateways; has access to Bulk Actions and Restore functionality
Gifts	has access to the Bookings > Gifts page, can view gift detail and create, delete, update and duplicate Labels	has access to Bulk Actions functionality
Helpdesk Tickets	has access to the Helpdesk Tickets page and can view ticket detail	can create, delete, update and duplicate tickets; has access to Bulk Actions and Restore functionality
		Make sure that 'See All Helpdesk Tickets' is enabled in Action Permissions to view tickets created by other users.
Invoices	has access to the Resellers > Invoices page and can view invoice detail	has access to Bulk Actions functionality
Items	has access to the Products > Items page and can view item detail	can create, delete, update and duplicate items; has access to Bulk Actions and Restore functionality
Itineraries	has access to the Products > Itineraries page and can view itinerary detail	can create, delete, update and duplicate itineraries; has access to Bulk Actions functionality
Ledger Codes	has access to the Supplier Settings > Ledger Codes page and can view code detail	can create, delete, update and duplicate ledger codes; has access to Bulk Actions and Restore functionality
Ledgers	has access to the Transactions > Ledgers page and can view ledger detail	can create and update ledgers; has access to Bulk Actions functionality
Locations	has access to the Ticket Terminals > Locations page and can view location detail	can create, delete, update and duplicate locations; has access to Bulk Actions and Restore functionality
Messages	has access to the Ticket Terminals > Messages page and can view message detail	can create, delete, update and duplicate messages; can create, delete, update and duplicate Templates; has access to Bulk Actions functionality
Notifications	has access to the Activity > Notifications page and can view notification detail	can create, delete, update and duplicate notifications; has access to Bulk Actions functionality
Operator Invoices	has access to the Products > Operator Invoices page and can view invoice detail	can view bookings, delete and update operator invoices; has access to Bulk Actions functionality
Operators	has access to the Products > Operators page and can view operator detail	can create, delete, update and duplicate operators; has access to the Bulk Actions and Restore functionality
Options	has access to the Products > Options page	has access to the Bulk Actions and Restore functionality
Orders	has access to the Bookings > Orders page, can view order detail	has access to Bulk Actions functionality
Pages	has access to the Web Checkouts > Pages page and can view page detail	can create, delete, update and duplicate pages; has access to Bulk Actions functionality
Pickups	has access to the Pickups > Pickups and can view pickup detail	can create, delete, update and duplicate pickups; has access to Bulk Actions and Restore functionality
Plan	can view Ventrata pricing plans	can switch to different pricing plan
Portals	has access to the Resellers > Portals page and can view portal detail	can create, delete, update and duplicate portals; has access to Bulk Actions and Restore functionality
Presets	has access to the Ticket Terminals > Presets page and can view preset detail	can create, delete, update and duplicate presets; has access to Bulk Actions functionality
Print Errors	has access to the Ticket Terminals > Print Errors page and can view error detail	has access to Bulk Actions functionality

Dataset Permission	See	Modify
Products	has access to the Products > Products page and can view product detail;	can create, delete, update and duplicate products; has access to Bulk Actions and Restore functionality; can update product metadata
	can create tickets (units), cutoffs, fields, extras, options, tours and tour groups;
	can modify rates, add combinations and comparisons;
	can upload product images,
	can add and delete product FAQs, Highlights, Website Meta Tags
Promotions	has access to the Products > Promotions page and can view promotion detail	can create, delete, update and duplicate promotions; can download and print promo codes; has access to Bulk Actions and Restore functionality
Purchases	has access to the Bookings > Item Purchases page, can view purchase detail and create, delete, update and duplicate Labels	has access to Bulk Actions functionality
Questions	has access to the Products > Questions page and can view question detail	can create, delete, update and duplicate questions; has access to Bulk Actions and Restore functionality
Rates	has access to the Products > Rates page and can use the Debug tool	has access to Bulk Actions functionality
Receipts	has access to the Products > Receipts page and can view receipt detail	can create, delete, update and duplicate receipt templates, can edit receipt layout; has access to Bulk Actions functionality
Reclaims	has access to the Resellers > Reclaims page and can view reclaim detail	can delete, update and duplicate reclaims; has access to Bulk Actions functionality
Registries	has access to the Supplier Settings > Registries page and can view registry detail	can create, delete, update and duplicate registries; has access to Bulk Actions functionality
Requests	has access to the Activity > Requests page and can view request detail	has access to Bulk Actions functionality
Resellers	has access to the Resellers > Resellers page and can view reseller detail;	can delete, update and duplicate resellers; has access to Bulk Actions and Restore functionality;
	can reset agent password;	Make sure the 'Update Reseller Settings' under Action Permission is also enabled to be able to edit reseller fields.
	can create, delete, update and duplicate outlets;	has access to Pricing (Export) functionality
	can delete branding;
	can add comments
Resource Allocations	has access to the Bookings > Resource Allocations page and can view allocation detail	has access to Bulk Actions functionality
Resources	has access to the Products > Resources page and can view resource detail	can create, delete and update resources;
		can manage resource availability;
		can create, delete, update and duplicate resource groups;
		has access to Bulk Actions functionality
Roles	has access to the Roles page and can view role detail	can create, delete, update and duplicate roles; has access to Bulk Actions functionality
Routes	has access to the Pickups > Routes page and can view route detail	can create, delete, update and duplicate routes; has access to Bulk Actions functionality
Scans	has access to the Ticket Terminals > Scans page and can view scan detail	has access to Bulk Actions functionality
Sellers	has access to the Ticket Terminals > Sellers page and can view seller detail	can create, delete, update and duplicate sellers; has access to Bulk Actions and Restore functionality
Sequences	has access to the Supplier Settings > Sequences page and can view sequence detail	can create, delete, update and duplicate sequences; has access to Bulk Actions functionality
Shift Adjustments	has access to the Ticket Terminals > Shift Adjustments page and can view adjustment detail	can edit transaction adjustments and cash declaration; has access to Bulk Actions functionality
Shifts	has access to the Ticket Terminals > Shifts page, can view shift detail and can edit transaction adjustments and cash declaration	can mark shift as test and re-open shift; has access to Bulk Actions and Restore functionality
Stocks	has access to the Products > Stocks page and can view stock detail	can create, delete, update and duplicate stocks; has access to Bulk Actions functionality
Suppliers	has access to the Account Settings > Suppliers page and can view supplier detail	can create suppliers; has access to the Bulk Actions and Restore functionality
Tasks	has access to the Bookings > Tasks page and can view task detail	can create, delete, update and duplicate tasks; has access to the Bulk Actions functionality
		Make sure that 'Resolve Tasks' is enabled in Action Permissions if the role should have this capability.
Tax Rates	has access to the Products > Tax Rates page and can view rate detail	can create, delete, update and duplicate tax rates; has access to the Bulk Actions and Restore functionality
Templates	has access to the Products > Templates page and can view template detail	can create, delete, update and duplicate templates, can edit template layout; has access to Bulk Actions functionality
Terminals	has access to the Ticket Terminals > Terminals page, can view terminal detail and can deactivate terminal	can create, delete, update and duplicate terminals; has access to Bulk Actions and Restore functionality
Tickets	has access to the Bookings > Tickets page and can view ticket detail	has access to Bulk Actions functionality
Topups	has access to the Resellers > Topups page and can view topup detail	has access to Bulk Actions functionality
Transactions	has access to the Transactions > Transactions page and can view transaction detail	has access to Bulk Actions functionality
Transfers	has access to the Transactions > Transfers page and can view transfer detail	has access to Bulk Actions functionality
Units	has access to the Products > Units page and can view unit detail	can delete, update and duplicate units; has access to Bulk Actions and Restore functionality
Upgrades	has access to the Bookings > Extra Upgrades page and can view upgrade detail	has access to Bulk Actions functionality
Users	has access to the Users page and can view user detail	can create, delete and update users, can reset user password; has access to Bulk Actions and Restore functionality
Vouchers	has access to the Resellers > Vouchers page and can view voucher detail	can create, delete and update vouchers; can download voucher codes and print voucher templates; has access to Bulk Actions and Restore functionality
Waivers	has access to the Products > Waivers page and can view waiver detail	can create, delete, update and duplicate waivers; has access to Bulk Actions functionality
Webhooks	has access to the Connections > Webhooks page and can view webhook detail	can create, delete, update and duplicate webhooks; has access to Bulk Actions functionality

Action Permissions

Action Permission	Description
Create Order	can create a new booking, retail purchase or gift card, or redeem voucher code using the + New Order button
Edit Order	can edit order currency, notification emails and notes using the EDIT ORDER button on the booking detail
	To enable additional fields, enable 'Edit Order Reseller' permission, see below.
Edit Order Reseller	using the EDIT ORDER button on the booking detail, the role can edit reseller details
Add Custom Pickup	if 'Allow Custom Pickup' is enabled on the product level, the role can add a custom pickup when booking a tour
Offer Promotion	if there are promotions created under Products > Promotions , the role can apply promotions to bookings
Show Commission	can view reseller commission on the booking detail
Promotion Dropdown	when enabled, non-public promotions are displayed from a dropdown instead of a list on the booking form
Edit Adjustments	can add price adjustment on the booking form
Void Transactions	can void a transaction on the booking detail
Edit Transactions	can edit a transaction on the booking detail
Edit Comments	can edit and delete user comments
Create Reclaim	can create reclaims on the Resellers > Reclaims page
Create Top-up	can create top-ups on the Resellers > Topups page
Test Order	can flag an order as test, by using the + New Order button or by using the EDIT ORDER button on the booking detail of an existing order
Redeem Booking	can redeem a booking using the Redeem button on the booking detail
No-show Booking	can mark a booking as no-show using the No-Show button on the booking detail
Un-redeem Booking	can un-redeem a booking using the Un-Redeem button on the booking detail
Add Transaction	can add a payment to an order
Refund Transaction	can refund an order
Update Booking	can update a booking using the Make Changes button on the booking detail
Update Future Booking	can update a booking with a travel date in the future using the Make Changes button on the booking detail
Update Cancelled Booking	can update a booking in 'Cancelled' state using the Make Changes button on the booking detail
Cancel Booking	can cancel a booking using the Cancel Booking button on the booking detail
Edit Shift	can edit shifts on the Ticket Terminals > Shifts page
Merge Shift	can merge ended, reconciled or approved shifts on the Ticket Terminals > Shifts page
Approve Shift	can use the 'Toggle Approved' bulk action functionality on the Ticket Terminals > Shifts page
Create Invoice	can create an invoice on the Resellers > Invoices page
Create Reseller	can create a reseller on the Resellers > Resellers page
Edit Invoice	can edit an invoice using the EDIT INVOICE button on the invoice detail
Edit Top-up	can edit a top-up using the EDIT TOP-UP button on the top-up detail
Confirm Invoice	can confirm invoices on the Resellers > Invoices page
Void Invoice	can void invoices on the Resellers > Invoices page

Action Permission	Description
Confirm Top-up	can confirm a paid top-up on the top-up detail
Save Searches	can create private saved searches
Save Public Searches	can create public saved searches
Book Historically	can create orders with travel dates set in the past
Allow Freesale	can override product availability during booking
	Make sure that 'Allow Freesale' is also enabled on the product detail.
See Booking Updates	can view booking updates in logs below booking details
Update Availability	can see and modify General Availability, Opening Hours and Allocations tabs on the product level
See Margin	can see margin on the booking detail
Generate Reports	can generate reports
Data Export	can export data in CSV, Excel or SQL formats
Data Pagination	can see page number and use pagination options (next/previous page and select the number of items per page)
See Product Operator	can see the product operator in the product details of the booking detail and booking form
See Internal Notes	can see private notes on the booking detail and booking form
Update Reseller Settings	can edit fields on the reseller detail
	Make sure that both 'See' and 'Modify' permissions are also enabled for 'Resellers' in Dataset Permissions.
Update Bands	can create, delete, update and duplicate bands; has access to Bulk Actions, Restore and Pricing functionality
Manage Agent Accounts	can create and deactivate reseller agent accounts

Action Permission	Description
See Seller Pins	can view seller's pin on seller detail
Reconcile Order	can reconcile an order using the RECONCILE ORDER button on the booking detail
Modify Manifests	can create, delete, update and duplicate manifests in the calendar using the Manifests button
Resolve Tasks	can resolve tasks
	Make sure that both 'See' and 'Modify' permissions are also enabled for 'Tasks' in Dataset Permissions.
See All Helpdesk Tickets	can view helpdesk tickets created by other users
	Make sure that both 'See' and 'Modify' permissions are also enabled for 'Helpdesk Tickets' in Dataset Permissions.
Pay by Card	card payment is allowed
Pay by Cash	cash payment is allowed
Pay by Voucher	payment by voucher is allowed
Pay by Gift Voucher	payment by gift voucher is allowed
Pay by Other	other (custom) payment methods are allowed
Adjust Price	can reduce the price of a product according to the assigned commission (agent-specific)
Cancel Future Booking	can cancel bookings with a travel date in the future using the Cancel Booking button on the booking detail
See Comments	can view all logs (user comments and system updates) below the booking detail
See Source	on the booking detail, can view which source the order was made from
See Reseller	on the booking detail, can view which reseller made the order
Make Voucher Sale	can accept vouchers
See Dashboard	can view the Dashboard page
See Targets	has access to the Ticket Terminals > Targets page
See Duties	has access to the Ticket Terminals > Duties page
See Checkouts	has access to the Web Checkouts > Checkouts page
See Rewards	has access to the Resellers > Rewards page
See Categories	has access to the Products > Categories page
See Seasons	has access to the Products > Seasons page
See Notices	has access to the Products > Notices page
See Routes	has access to the Pickup > Routes page
See Pricing	has access to the Pricing page
See Calendar	can view the Calendar tab in the navigation bar and can access manifests created by other roles
See Settings	has access to the Supplier Settings > Supplier Settings page
See Custom Reports	has access to other users' public reports
See Charts	has access to other users' public charts
Modify Dashboard	can save and manage private and public dashboard page views
Modify Targets	can create, delete, update and duplicate targets on the Ticket Terminals > Targets page
Modify Duties	can create, delete, update and duplicate duties on the Ticket Terminals > Duties page
Modify Checkouts	can create, delete, update and duplicate checkouts on the Web Checkouts > Checkouts _ page
Modify Rewards	can create, delete, update and duplicate rewards on the Resellers > Rewards page
Modify Categories	can create, delete, update and duplicate season on the Products > Categories page
Modify Seasons	can create, delete, update and duplicate season on the Products > Seasons page
Modify Notices	can create, delete, update and duplicate notices on the Products > Notices page
Modify Routes	can create, delete, update and duplicate routes on the Pickup > Routes page
Modify Pricing	can modify pricing on the Pricing page
Modify Calendar	can assign guides and resources in the manifest
Modify Settings	can edit supplier settings
Modify Custom Reports	can update, delete and duplicate other users' public reports
Modify Charts	can update, delete and duplicate other users' public charts

NEXT: Users

Updated on: 08/03/2024