Role | Who this is | Default scope |
Administrator | Sets up and maintains Flow for the whole organization — often IT or operations staff. | Entire organization, including system settings. The only role with unrestricted, fixed access. |
HQ | Head office staff analyzing overall business performance. | All stores, all brands — aggregate view. |
Brand Manager | Owns one brand’s performance across every region it’s sold in. | All stores by default; narrowed to the stores assigned to that person when invited. |
Area Manager | Oversees a portfolio of stores within one region, across whichever brands are there. | All stores by default; narrowed to the stores assigned to that person when invited. |
Store Manager | Manages a single store day-to-day. | Their own store. Can optionally be given view-only access to other stores for comparison. |
Staff | Works at a single store. | Their own store only. |
This is a simplified summary. The exact permissions for each role can be adjusted by an administrator — see Can this be changed? below.
Area | Admin | HQ | Brand Manager | Area Manager | Store Manager | Staff |
Reports | Full | Full | Full | Full | Full | Dashboard only |
Pulse (weekly check-ins) — Coming soon | Yes | Yes | Yes | Yes | Yes | No |
Memos | Yes | Yes | Yes | Yes | Yes | Yes |
Chat / Flow AI | Yes | Yes | Yes | Yes | Yes | No |
Connections | Full | Full | View only | View only | View only | View only |
Company, Store, Brand, User settings | Full | View only | View only | View only | No | No |
Access & Roles, Billing, Integrations | Full | No | No | No | No | No |
“Full” means the role can view, create, edit, and delete. “View only” means the role can see the information but not change it.
Administrator, HQ, Brand Manager, Area Manager — the role can view all stores by default. In practice, an actual Brand Manager or Area Manager only has the specific stores (or brand/group) an administrator assigned them at invite — that's what they see and can act on day to day.
Yes. An administrator can adjust exactly what each role can see and do, and which stores it covers, in Organization settings → Access. This is useful when a role doesn’t quite match how your organization actually works — for example, giving a specific Area Manager role view-only access to one extra report, or scoping a Brand Manager role to a specific set of regions.
The Administrator role itself can’t be customized — it always has full access to everything, to make sure at least one role can always manage the system.
New to roles? See "[New Flow] What are Roles & Access?" for an overview, or "[New Flow] Getting the Most from Roles & Access" for setup guidance.
If you have any questions or feedback, please contact support at [email protected].
