What are Job Roles?
Job Roles describe the positions or duties your staff hold in your organisation — for example, Head Chef, Sous Chef, Line Cook, Server, or Food Safety Manager. Admins and Managers create and manage Job Roles in the Teams & Users area.
Similar to User Groups, Job Roles can be used to assign Forms, Resources, and Tasks to multiple staff members at once.
Finding Job Roles
Log into your Admin Console
Navigate to Staff & Users
Select the Job Roles tab
The Job Roles table shows one row per role, with the following columns:
Column | Description |
Job Role Name | The name of the role |
Description | A short description of the role |
People Count | How many staff members are currently assigned to that role |
Actions | Options to view people, edit, add people, and delete |
Use the search box to find roles by name or description. Select Refresh to reload the list, and use the pagination controls to move between pages.
Creating a Job Role
Select Add Job Role
Enter a Name and Description
Select Save
Note: The name is required. Names must be unique — the system is case-insensitive, so "Head Chef" and "head chef" are treated as the same role. Keep names clear so your team can easily identify the right role.
Managing an Existing Job Role
Each role has an Actions menu. Select the relevant option:
Action | What it does |
View People | Opens the People screen filtered to show only staff in that role |
Edit | Update the role's name or description |
Add People | Assign one or more staff members to the role — only shows people not already assigned |
Delete | Removes the role — you will be asked to confirm first |
Note: Some roles created at a higher admin level may have edit or delete disabled. Contact an organisation or group admin to make changes to these roles.
Important: Deleting a Job Role will remove any associated access and task assignments. Do this carefully and as part of a planned clean-up.
Bulk Actions
To select multiple roles, use the checkboxes beside each row, or hold Shift, Command, or Control while selecting. A bulk actions bar will appear once at least one role is selected.
Merge Job Roles
Use this to consolidate roles that mean the same thing — for example, "Kitchen Hand" and "Kitchen Assistant".
Select the roles you want to merge
Select Merge Job Roles from the bulk actions bar
Enter a new unique name for the merged role
Tip: The merged role must have a name that isn't already in use — neither of the original role names will be available. If you're not sure what to call it yet, use a placeholder name and rename it after merging.
Note: Merge may not be available if any selected role was created at a higher admin level.
Bulk Delete
Select the roles you want to delete
Select Bulk Delete from the bulk actions bar
Confirm the deletion when prompted
Note: Bulk delete has the same impact as deleting a single role — associated access and task assignments will be removed. Roles created at a higher admin level may not be available to bulk delete.
Permissions and Troubleshooting
Issue | What to do |
Edit, delete, or merge is disabled or missing | The role was likely created at a higher admin level. Contact someone with organisation or group admin access to action it. |
A new role won't save | Check that the name field is filled in and that the name isn't already in use. Try a slightly different name if there's a conflict. |
Staff have lost access or tasks appear unassigned | A Job Role may have been deleted. Deleting a role removes its associated access and assignments. Check your Job Roles list for any recent deletions. |
Related articles
Managing User Groups
Managing your Staff list
Assigning Forms, Tasks and Resources to your team