Flow controls what each person can see and do based on their assigned role. This article explains what each role means, what it can access, and which stores it can see — useful for administrators setting up access, and for anyone who wants to understand why their view of Flow looks different from a colleague’s.
Store Manager and Staff get a view centered on their assigned store — starting with that store’s dashboard, with day-to-day tools like memos and Pulse check-ins layered on top. Depending on their access permission settings, a Store Manager may also see other stores’ data for comparison — see “Assigned store vs. view-only stores” below.
Area Manager, Brand Manager, and HQ get a dashboard with data across many stores — rankings, breakdowns, and comparisons, built for spotting outliers rather than acting on one store’s day-to-day.
Administrator sees everything the other roles see — performance data across every store — plus the tools for keeping the basics up to date: company details, stores, brands, and who has access to what.
Anyone who acts on a store — submitting a Pulse check-in, adding a memo — needs that store assigned to them. Store Manager and Staff get exactly one, set when they're invited in Organization settings → Users. Area Manager and Brand Manager are assigned the same way, at invite, except they can be given more than one store — or a whole brand or group — instead of just one.
This is separate from which stores show up in your reports — see "Which stores each role sees" below for that.
Store Managers can also be given view-only access to other stores, for comparison. This is separate from their assigned store and doesn't let them act there.
Who can have one: Store Manager only, added by an administrator
How many: Zero or more, in addition to their assigned store
Where it's set: Organization settings → Access
What it lets you do: View store data only — no memos, no Pulse submissions
For example: when a Store Manager adds a memo, it's automatically tied to their assigned store. If that same Store Manager has also been given view-only access to a nearby store, they can check that store's traffic or KPI numbers too — but they can't add a memo, submit a Pulse check-in, or take any action there. This is what a view-only store is for: comparing your own store's numbers against another store's, without being able to manage that other store.
HQ and Administrator don't have assigned stores at all — they see every store by default, for oversight rather than day-to-day action.
For the full permission and store-visibility tables, see "[New Flow] Roles & Access Reference". For guidance on setting this up for your company, see "[New Flow] Getting the Most from Roles & Access".
If you have any questions or feedback, please contact support at [email protected].
