The Roles & Permissions system in Indy Admin allows you to control access to specific areas of the platform. By creating roles and assigning permissions, you can ensure staff members only see and interact with the tools necessary for their role. Roles can be applied automatically when a user is created, or manually assigned to existing employees.
Navigating to Roles
In IndyAdmin, go to Settings.
Scroll down to the Security section.
Click Roles.
Creating a New Role
Select Add Role.
Name the role (e.g., Concessions Manager, Marketing Assistant, Circuit Admin).
Choose whether the role should be applied automatically when creating a new:
Admin User
Employee User
⚡ Example: If “Apply to Site Employee” is enabled, any new employee created with that access level will automatically inherit this role.
Configure the Permission Set (see full list below).
Click Create & Close to save the role.
Assigning Employees to a Role
Automatic Assignment:
Based on the access level chosen when creating a user (e.g., Site Admin, Site Employee, Circuit Admin).
The enabled automatic role(s) are applied instantly.
Manual Assignment:
Go to Employees.
Open a user profile.
Navigate to the Employee tab.
Click Add Role.
Tick the role(s) you want applied.
Untick to remove a role, or switch to another role.
Permission Types
Each permission is grouped into View, Manage, and Delete:
View – Allows access to see data.
Manage – Allows editing, creating, or modifying.
Delete – Allows removal of records.
Full Permission Categories
Auditorium
View, manage, and delete seat charts, screens, and overrides.
Circuits
Access and edit circuit settings, tax types, and related configuration.
Delete circuit settings if required.
Concessions
View, manage, and delete categories, classes, modifiers, packages, preparation, and variations.
Customer
View and manage user accounts, memberships, orders, payments, benefits, and cancellations.
Delete records if permitted.
Data
Import, export, and download reports (including TMS data).
Film Programming
Manage booking weeks, movies, showings, title classes, and planning elements.
Delete programming data.
Film Settlement
View and manage box office reports, studio settlements, and rental fee tracking.
Delete settlement records.
Financial
Access accounts, journal entries, disputes, and transfers.
Manage and delete as required.
Hardware & Register Stations
Manage register profiles, button grids, cash trays, kiosks, displays, printers, and remote hardware.
Configure print routing.
Delete hardware records.
Inventory
View, manage, and delete items, recipes, strategies, and stock management.
Kitchen
Manage and delete kitchen displays, delivery types, and delivery locations.
Marketing
View analytics, customer notifications, email broadcasts, form entries, short URLs, and reviews.
Manage and delete entries.
Non-Film Programming
Manage and delete non-film activities.
Operations Reporting
Access, create, and delete custom reports.
Point of Sale
Make sales at POS.
Conduct and manage cash counts.
Promotions
View, manage, and delete discounts, gift cards, and vouchers.
Security
Create and manage roles and permission sets.
Promote/demote users between admin/employee.
Delete roles.
Site
Access and manage site configuration, schedule settings, booking fees, membership types, print templates, external ticketing clients, delivery settings, and site content.
Manage and delete webpages, navigation, signage, and content blocks.
Studio Reporting
Access, manage, and delete box office reports, movie terms, and studio records.
Team
View and manage employees, job types, and time clock sessions.
Approve or bulk approve time clock sessions.
Delete employee-related data.
Ticketing
Manage ticket types, price cards, and showing badges.
Delete ticketing configurations.
Searching & Bulk Management
Use the Search Bar in the permissions window to quickly locate a specific permission.
Use the Toggle All option to turn permissions on or off in bulk.
Notes
Best Practice: Always create role templates (e.g., Concessions Staff, Box Office Manager, Projectionist) before adding employees. This ensures consistency and avoids granting unnecessary access.
Audit Tip: Keep Delete permissions limited to trusted senior staff. Most day-to-day roles should only have View and Manage rights.
Troubleshooting: If an employee cannot see or do something expected, check both:
Their Access Level (Site Admin, Circuit Employee, etc.).
Their assigned Role(s). Both need to align correctly.
Multi-Site Chains: Use Circuit Roles for head office teams that need oversight across multiple sites.
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