Role Permissions Reference

Complete reference guide for user roles and their permissions in the ClubVIP platform.

Role Hierarchy

The system uses a numeric hierarchy where higher-level roles inherit permissions from lower-level roles:

Role	Level	Access Scope
PLATFORM_ADMIN	100	All tenants, all locations
TENANT_ADMIN	80	All locations in tenant
LOCATION_ADMIN	60	Assigned locations only
LOCATION_MANAGER	60	(Deprecated alias for LOCATION_ADMIN)
DOOR	60	(Deprecated alias for LOCATION_ADMIN)
BAR	60	(Deprecated alias for LOCATION_ADMIN)
PROMO	40	Enrollment functions only
AUDITOR	20	Read-only access

Important: DOOR and BAR are legacy role names that map to LOCATION_ADMIN (level 60). This means staff with DOOR or BAR roles have the same permissions as LOCATION_ADMIN.

Permission Matrix

Configuration & Setup

Action	PLATFORM_ADMIN	TENANT_ADMIN	LOCATION_ADMIN	PROMO	AUDITOR
Create tenants	Yes	No	No	No	No
Manage tenant settings	Yes	Yes	No	No	No
Create locations	Yes	Yes	No	No	No
Edit locations	Yes	Yes	Own only	No	No
Create card tiers	Yes	Yes	No	No	No
Edit card tiers	Yes	Yes	No	No	No
Create perk rules	Yes	Yes	No	No	No
Edit perk rules	Yes	Yes	No	No	No

User Management

Action	PLATFORM_ADMIN	TENANT_ADMIN	LOCATION_ADMIN	PROMO	AUDITOR
Create users	Yes	Yes	No	No	No
Edit users	Yes	Yes	No	No	No
Delete users	Yes	Yes	No	No	No
Assign roles	Yes	Yes (limited)	No	No	No
View all users	Yes	Yes	Own tenant	No	No

Note: TENANT_ADMIN can create users but cannot create other TENANT_ADMIN or PLATFORM_ADMIN users.

Customer Management

Action	PLATFORM_ADMIN	TENANT_ADMIN	LOCATION_ADMIN	PROMO	AUDITOR
View all customers	Yes	Yes	Location-scoped	No	Yes (read-only)
Create customers	Yes	Yes	Yes	Yes	No
Edit customers	Yes	Yes	Yes	No	No
Suspend cards	Yes	Yes	Yes	No	No
Revoke cards	Yes	Yes	Yes	No	No
View visit history	Yes	Yes	Location-scoped	No	Yes
Export customer data	Yes	Yes	Location-scoped	No	No

Location-scoped: LOCATION_ADMIN can only see customers who have visited their assigned locations.

Daily Operations

Action	PLATFORM_ADMIN	TENANT_ADMIN	LOCATION_ADMIN	PROMO	AUDITOR
Door scanning	Yes	Yes	Yes	No	No
Bar redemption	Yes	Yes	Yes	No	No
Customer lookup	Yes	Yes	Yes	Yes	Yes (read-only)
Issue tickets	Yes	Yes	Yes	No	No
Redeem tickets	Yes	Yes	Yes	No	No
Manager override	Yes	Yes	Yes	No	No

Offers & Promotions

Action	PLATFORM_ADMIN	TENANT_ADMIN	LOCATION_ADMIN	PROMO	AUDITOR
Create offers	Yes	Yes	No	No	No
Edit offers	Yes	Yes	No	No	No
Publish offers	Yes	Yes	No	No	No
Pause/cancel offers	Yes	Yes	No	No	No
View offer performance	Yes	Yes	Location-scoped	No	Yes (read-only)

Reports & Analytics

Action	PLATFORM_ADMIN	TENANT_ADMIN	LOCATION_ADMIN	PROMO	AUDITOR
Visit reports	Yes	Yes	Location-scoped	No	Yes
Redemption reports	Yes	Yes	Location-scoped	No	Yes
Financial reports	Yes	Yes	Location-scoped	No	Yes
Enrollment reports	Yes	Yes	Location-scoped	No	Yes
Fraud reports	Yes	Yes	Location-scoped	No	Yes
Audit logs	Yes	Yes	Location-scoped	No	Yes
Export reports	Yes	Yes	Location-scoped	No	Yes

System Administration

Action	PLATFORM_ADMIN	TENANT_ADMIN	LOCATION_ADMIN	PROMO	AUDITOR
View system settings	Yes	No	No	No	No
Modify system settings	Yes	No	No	No	No
Access admin panel	Yes	Yes	Yes	No	No
View audit logs	Yes	Yes	Location-scoped	No	Yes

Role Descriptions

PLATFORM_ADMIN

Who: ClubVIP platform administrators

Responsibilities:

• Manage multiple tenants (customers)
• Configure system-wide settings
• Create and manage tenant accounts
• Cross-tenant analytics and reporting
• Platform maintenance and updates

Typical users:

• ClubVIP staff
• Platform support team

Key capabilities:

• Can switch between any tenant using tenant selector
• Has override access to all features
• Can impersonate other roles for testing

TENANT_ADMIN

Who: Top-level administrators for a single club/operator

Responsibilities:

• Manage all locations for their organization
• Configure card tiers and perk rules
• Create and manage staff users
• Oversee all operational data
• Financial reporting and analytics

Typical users:

• Club owners
• General managers
• Operations directors

Key capabilities:

• Full access within their tenant
• Cannot see other tenants' data
• Cannot create other TENANT_ADMIN users (only lower roles)

LOCATION_ADMIN

Who: Managers responsible for specific venues

Responsibilities:

• View customers who visited their locations
• Perform door and bar operations
• Run location-specific reports
• Handle customer issues
• Manage day-to-day operations

Typical users:

• Venue managers
• Head bartenders
• Senior floor staff

Key capabilities:

• Can see data for assigned locations only
• Cannot create perk rules or offers
• Cannot manage other users
• Full operational capabilities (door, bar, overrides)

Note: DOOR and BAR legacy roles map to this level.

PROMO

Who: Staff dedicated to enrolling new VIP members

Responsibilities:

• Enroll new customers
• Issue VIP cards
• Explain program benefits
• Handle enrollment questions

Typical users:

• Promo staff
• Host/hostesses
• Marketing staff

Key capabilities:

• Limited to enrollment functions
• Can create customer records
• Can issue new cards
• Cannot access operational features

AUDITOR

Who: Staff needing read-only access for oversight

Responsibilities:

• Review audit logs
• Generate reports
• Monitor compliance
• Investigate discrepancies

Typical users:

• Compliance officers
• External auditors
• Financial reviewers

Key capabilities:

• Read-only access to all data
• Cannot modify any records
• Cannot perform operations (door, bar)
• Full reporting access

Role Assignment Best Practices

Principle of Least Privilege

Assign the MINIMUM role necessary:

• Don't give TENANT_ADMIN to location managers
• Don't give LOCATION_ADMIN to promo staff
• Use AUDITOR for read-only needs

Why:

• Reduces risk of accidental changes
• Simplifies training
• Improves audit trails
• Limits damage from compromised accounts

Location Assignments

For LOCATION_ADMIN roles:

• Assign ONLY the locations they manage
• Don't assign all locations unless necessary
• Review assignments quarterly
• Remove old locations when staff transfers

Role Review Process

Quarterly review:

1. List all users and their roles
2. Verify each user needs their current role
3. Check location assignments are current
4. Remove inactive users
5. Document any changes

Permission Checks

How Permissions Work

Backend enforcement:

• All API requests validated by role
• Tenant context enforced via TenantGuard
• Location filtering applied automatically
• No way for users to bypass restrictions

Frontend restrictions:

• UI hides features user can't access
• Navigation only shows allowed pages
• Buttons disabled for restricted actions

Important: Security is enforced at API level. Even if someone manipulates the UI, backend rejects unauthorized requests.

Special Cases

PLATFORM_ADMIN tenant switching:

• Can use x-tenant-id header to access any tenant
• Used for support and administration
• All actions logged with original user and impersonated tenant

Manager overrides:

• Higher-level roles can override lower-level restrictions
• Example: TENANT_ADMIN can override location-specific settings
• All overrides logged to audit trail

Cross-location access:

• TENANT_ADMIN sees all locations
• LOCATION_ADMIN sees assigned locations only
• Customers visible based on location visit history

Role Limitations

What No Role Can Do

System-level restrictions:

• Modify audit logs (append-only)
• Delete customer records (only suspend/revoke)
• Change historical redemption data
• Bypass fraud detection

What Only PLATFORM_ADMIN Can Do

• Create tenants
• Delete tenants
• Access system configuration
• View cross-tenant analytics
• Impersonate other tenants

What Requires Two-Person Authorization

Future feature:

• Large financial overrides
• Mass customer data changes
• Perk rule deletions
• System-wide configuration changes

Troubleshooting Permissions

"Access Denied" Error

Check:

1. User's role assignment
2. Location assignments (if applicable)
3. Tenant context (PLATFORM_ADMIN must select tenant)
4. Session hasn't expired

Can't See Expected Data

Possible causes:

1. LOCATION_ADMIN seeing only assigned locations
2. Customers haven't visited your locations
3. Date filters excluding data
4. Role doesn't have read access to that data type

Can't Perform Action

Verify:

1. Role has permission for action (see matrix above)
2. Target resource is in your scope
3. Action requires higher privilege level
4. System-level restriction (e.g., can't delete audit logs)

Related Articles

• Understanding Your Role - Roles explained for users
• User Management - Creating and managing users
• Multi-Tenancy - How tenant scoping works
• Audit Logs - Viewing permission usage