TakeSheet uses a role-based access system to make sure the right people can see and do the right things in the platform. Every user is assigned one of three roles when their account is created, and access is always limited to the venues they've been assigned to.
The Three Roles
Clerk
Designed for staff and duty managers responsible for day-to-day data entry. Clerks can create, enter and edit reconciliation data across all modules within their assigned venues. Once a trading period is complete, a Clerk submits the reconciliation by moving it to Completed for Approval — flagging it for a Manager to review and sign off.
Manager
Designed for senior duty managers responsible for operational oversight. Managers have all the data entry capabilities of a Clerk, plus the ability to approve or revert reconciliations. Once satisfied, a Manager moves the reconciliation to Approved and Integrated, prompting the posting of data into the accounting system. Managers can also delete individual reconciliation entries where needed.
Admin
Designed for head office staff, accounting teams and general managers. Admins have full operational access across their assigned venues including user management — inviting, activating and deactivating users, and assigning roles. Admins can lock a reconciliation once data has been posted, preventing any further changes. Admins cannot create new venues or force-change user passwords — these are managed by the TakeSheet support team.
Reconciliation Status Flow
Each reconciliation in TakeSheet moves through the following stages:
Pending — A new trading period has begun. The reconciliation has not yet been started or completed.
Completed for Approval — The Clerk has finished data entry and is requesting Manager review.
Approved and Integrated — The Manager has approved the reconciliation and data has been posted to the accounting system.
Locked — The Admin has confirmed the data is posted. No further edits or changes can be made.
Rejected — The reconciliation has been sent back for review. The relevant user will need to investigate and resubmit.
Who assigns roles?
Roles are configured by the TakeSheet onboarding team during initial platform setup. From there, your venue's Admin user is responsible for managing users — including inviting new users, assigning roles, and activating or deactivating accounts as your team changes.
Note: Access is always limited to assigned venues. A user cannot view or interact with data from a venue they haven't been given access to, regardless of their role.