Invite users and understand roles and permissions
Rex lets you invite teammates to your account so they can manage venues, take reservations, or check guests in. Each user gets a role that determines what they can see and do. You can add or remove users at any time — start with yourself plus your closest collaborators, then expand as you hire.
User management lives in the admin dashboard.
Add a user
On the Users page, click Add User in the top-right. A form opens for the new user's details.
| Field | Description |
|---|---|
| The user's email address — this is also their username. It has to be unique across all of Rex, not just your account. | |
| First Name and Last Name | Shown in the user list and on reservations this user modifies. |
| Password | Set the user's password. They can change it after their first sign-in. When you edit an existing user, leave this blank to keep the current one. |
| Host App PIN | Four digits the user types on the Host App to switch to their own login on a shared device. Leave it blank when creating a user and Rex picks a free PIN. Clear it to remove a leaver's PIN. Only Global Admins can see an existing PIN — everyone else sees "Hidden". |
| Role | Decides what the user can do, and whether they can sign in to the admin dashboard at all. See User roles below. |
| Venues | Which venues the user works at. Only appears for Staff (Entry), Staff (Host), Staff (Lead), Regional Admin and Regional Manager. The other roles have no Venues field because they cover every venue in the account. |
| Packages and Resources | Pro role only. The package and resource this Pro is assigned to. A Pro can only act on their own assignment. |
| Billing Manager | Lets the user open Billing & Plan and upgrade the plan. Global Admins have it switched on by default, and only a Global Admin can switch it on for someone else. |
Click Save. The user is created immediately. Where they can sign in depends on the role: Global Admin, Regional Admin, Venue Admin and Pro use the admin dashboard at app.reservewithrex.com and can also use the Host App. Every other role can use the Host App only — signing in to the dashboard is refused. Share the email and password with them out of band.
User roles
Rex has ten roles. The role decides two separate things: whether the user can sign in to the admin dashboard at all, and what they're allowed to do in the Host App. Pick the most restrictive role that still lets the user do their job.
Roles that can use the admin dashboard
| Field | Description |
|---|---|
| Global Admin | Everything: every venue in the account, plus Global Settings, Users, Integrations and Billing. The only role that always covers every venue no matter what else is assigned. Normally the account owner. |
| Regional Admin | Venue management for the venues you assign — packages, schedules, resources, payments and reports. Global Settings, Users and Integrations are hidden. |
| Venue Admin | The same dashboard access as Regional Admin. It has no Venues field, so despite the name a Venue Admin covers every venue in the account rather than one. |
| Pro | For instructors, coaches and trainers. Instead of covering a venue, a Pro is assigned specific packages and resources, and their permissions follow those assignments. They see the whole schedule in the Host App, and on any booking that uses one of their assigned packages or resources they can cancel, check guests in, extend, add notes and update guest details. Other instructors' bookings stay view-only. They can also block their own resources. Pros cannot create bookings, take payments, refund, delete bookings or set up comped memberships. |
Set a Pro's assignments with the Packages and Resources fields on the user form — they appear only when the role is Pro. Assign at least one before you save. With no assignments a Pro can still open the Host App and see the schedule, but every action is refused, which reads as something being broken rather than restricted.
Pros also get their own Assignments screen in the dashboard, where they switch themselves between Active and Inactive. Inactive takes their assigned package and resource offline so guests can't book them — and it stops their own Host App schedule from loading too, so a Pro who switches off can't check the calendar until they switch back on.
Roles that can use the Host App only
| Field | Description |
|---|---|
| Regional Manager | Reservations and check-ins across the account. Cannot sign in to the dashboard and cannot change any settings. |
| Venue Manager | The same permissions as Regional Manager. |
| Staff (Lead) | The full front-of-house role: create, modify and move reservations, check guests in, block time on the calendar, mark as paid, cancel and refund. |
| Staff (Host) | Everything Staff (Lead) can do except cancelling a reservation and refunding a payment. |
| Staff (Entry) | Create, modify and move reservations, check guests in, block time on the calendar, mark as paid and cancel. Cannot refund or delete. This is an operational role, not a view-only one — if you need a login that can look but not touch, there isn't one yet. |
| Staff (View Only) | Read-only. Can see reservations, the calendar and the schedule, and nothing else — no creating, modifying or moving reservations, no check-ins, no blocks, no payments, no cancellations. The restriction is enforced by the server, so the actions fail even if a button is visible. Use it for front-of-house logins that only need to look. |
Staff (Entry), Staff (Host) and Staff (Lead) work at one venue only — the first one in their Venues list. Selecting more than one doesn't widen their access; actions at the others are refused. Every other role can act at any venue in the account.
What each role can do
If the only question is whether a particular person can do a particular thing, use this table. It lists what the system enforces, action by action.
| Field | Description |
|---|---|
| Create, modify and move reservations | Every role except Staff (View Only). |
| Check guests in | Every role except Staff (View Only). |
| Block time on the calendar | Every role except Staff (View Only). |
| Mark a reservation as paid | Every role except Staff (View Only). |
| Cancel a reservation | Every role except Staff (Host) and Staff (View Only). |
| Refund a payment | Staff (Lead), Venue Manager, Regional Manager, Venue Admin, Regional Admin and Global Admin. Staff (Entry), Staff (Host), Staff (View Only) and Pro cannot. |
| Delete a reservation outright | Every role except Staff (Entry), Staff (View Only) and Pro. |
| Edit a guest's details on a reservation | Venue Admin, Regional Admin and Global Admin, plus Pro on their own assigned bookings. |
| Change venue settings, packages and schedules | Venue Admin, Regional Admin and Global Admin only. |
| Add, edit and remove users | Global Admin only. |
| View billing and upgrade the plan | Any user with the Billing Manager switch turned on. Global Admins have it by default. |
Staff (View Only) is refused every write by the server, not just in the interface, so the role stays read-only even on parts of Rex added later. Two exceptions exist by design: the user can set their own display preferences, and opening a reservation's guest list still works because that is a read.
The Host App doesn't hide buttons by role. Someone whose role can't refund or cancel still sees the button and gets a permissions error when they use it. That error is the permission working, not a fault.
Manage existing users
To edit or remove a user, find them in the Users list and click the three-dot menu (⋮) on the right side of their row.
| Field | Description |
|---|---|
| Change role | Click Edit, choose a new role from the dropdown, and Save. The change takes effect the next time that user signs in. |
| Change password | Click Edit, enter a new password, and Save. The new password overrides the existing one — share the update with the user out of band. |
| Reassign venues | Click Edit and adjust the Venues field. Only the roles listed in the Venues row above have one. |
| Delete a user | Click Delete and confirm. The user is removed immediately and can no longer sign in to the dashboard or the Host App. Use this when a team member leaves. |
Only Global Admins can add, edit or remove users. Settings → Users is hidden from Regional Admins and Venue Admins, and no other role can sign in to the dashboard at all.
Updated Aug 17, 2026
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