Each user account in Gaia has one or more memberships that control which areas of the app the user can see and which actions the user can take. Exact permissions can vary by district configuration. The main categories are described below.

Members at the district level. They have access across all schools in the district and can build and publish menu plans, manage items and recipes, manage vendors and order guides, view and update all production records and orders, run all reports, and manage user accounts.

Members assigned to one or more specific schools. They can view their school menus (not edit them), enter forecasts, place and receive orders for their schools, manage inventory at their sites, complete production records, and view their schools' POS sessions and student rosters.

Cashiers use the POS app, which runs on a terminal or in a browser tab. They typically do not sign in to the rest of the Gaia web app.

Gaia support staff have superadmin access for troubleshooting. Superadmin actions are logged.