Invite users
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 becomes their username. Each user must have a unique email. | |
| First name and last name | Shown in the user list and on reservations modified by this user. |
| Temporary password | Set a temporary password for the user. They can change it after their first login. |
| Role | Determines what the user can access. See User roles below for what each role unlocks. |
| Assigned venues | Pick which venues the user can access. Assign all venues or a specific subset. |
Click Save. The user is created immediately and can log in at app.reservewithrex.com (admin dashboard) or via the Host App. Share their email and temporary password with them out of band.
User roles
Rex has eight roles, split into Admin/Manager roles (dashboard access) and Staff roles (Host App access). Pick the most restrictive role that still lets the user do their job.
Admin and manager roles
| Field | Description |
|---|---|
| Global Admin | Full access to everything: all venues, billing, users, integrations, and global settings. Typically the account owner. Only Global Admins can change billing. |
| Regional Admin | Manages multiple venues across a region. Full venue management — packages, schedules, resources, payments — but limited billing access. |
| Regional Manager | Views and manages reservations across multiple venues. Cannot modify venue settings or users. |
| Venue Admin | Full access to a single venue, including packages, settings, integrations, and users for that venue. |
| Venue Manager | Manages reservations and check-ins for a single venue. Cannot edit venue settings. |
Staff roles
| Field | Description |
|---|---|
| Staff (Lead) | Check-in plus reservation management — modify reservations, add notes. The right role for shift leads and senior front-of-house staff. |
| Staff (Host) | Check-in, walk-in reservations, and the floor map. Standard front-of-house role. |
| Staff (Entry) | View-only access to the reservation list. Cannot modify, check in, or refund. Useful for hosts who only need to look things up. |
All staff roles can access the Host App. Admin and Manager roles get additional Host App capabilities like issuing refunds and modifying paid reservations — actions Staff roles can't perform.
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. Useful when a teammate's responsibilities change. |
| Change password | Click Edit, enter a new password, and Save. The new password overrides any existing one — share the update with the user out of band. |
| Reassign venues | Click Edit and adjust the Assigned Venues field. Useful when someone moves between locations or you open a new venue. |
| Delete a user | Click Delete and confirm. The user is removed immediately and can no longer log in to the admin dashboard or Host App. Use this when a team member leaves. |
Only Global Admins and Venue Admins can change other users' roles. Other admin-level users can edit profile details but can't promote or demote teammates.
Updated May 13, 2026
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