Administrator guide – Access profiles and user accounts

This page explains the different access profiles or user accounts that people in your organisation can have, from the lowest level of access to the highest:

1. Provider role

2. Read-only role

3. Receptionist role

4. User role

5. Location manager role

6. Location administrator role

7. Administrator role

Provider role

This is a read-only view that shows any extras or options that have been requested as part of a booking. For example, catering, a specific type of room layout, or a piece f equipment. Many organisations use third parties to manage this so the ability to make bookings isn’t there for these logins.

These accounts can be set up where providers can make bookings. To do this, select the Bookings and Service provider tick boxes when adding your provider.

Providers can be set up without an account. They can manage requests by receiving just emails and without logging in to Matrix Booking. Speak to your provider to agree how they would like to be notified, how they would like to manage requests, and whether they need to make bookings.

Read-only role

As its name suggests, this role gives the user visibility on bookings, but no ability to make or edit bookings.

If you want to prevent these users from having access to resources or locations they shouldn’t have access to, you need to take some steps to ensure you don’t restrict access for everyone else.

For example, your organisation has 1 read-only user that should only have access to 1 meeting room. The administrator has to: 

1. Add a user group for all the other users (excluding the read-only user).

2. Restrict access to to this user group for all the other resources on the same level as the meeting room.

3. Restrict access to all the other locations to this user group.

You’ve restricted access for all the other users that has ultimately restricted the 1 read-only user can view this 1 meeting room only. It hasn’t stopped other users accessing the locations and resources they use and book. These steps can also be applied to other user account types and other users.

Receptionist role

This role gives the person visibility on visits and visitors on the Visitors screen. They can:

• Add visits and visitors.

• View who the visitors are visiting and when.

• Check in visitors.

• View visits.

• Ensure declarations are completed by visitors.

This role must have at least 1 reception assigned to it. Receptionists won’t have access to other receptions that they aren’t assigned to, including in reception sharing or resource sharing scenarios.

Receptionists can only make or edit their bookings if they have been given this ability.

With the redesign of Matrix Booking, the reports have been moved to Matrix Booking Insight. This role will have limited access to view the Visitors dashboard. Detailed analytics and rich datasets are provided in the the Visitors dashboard, and can be exported and printed off if needed.

User role

People with this role can make bookings, amend any bookings they have previously made, and see the availability of rooms, but have no level of access beyond this, which is most staff.

Location manager role

A location in this instance can be a resource at any level. It can be 1 room, a group of desks in a zone, a whole floor, a building, or an entire organisation. A location manager can manage all bookings for this resource – book, edit, cancel, rebook. They are unable to amend any of the room or building settings. If the room is set to need approval for bookings, the location manager can review and approve these requests.

They can book a resource when the location is unavailable (for example, the location is unavailable between 6:00 PM and 12:00 AM, if this setting is switched on). If a location manager has the authority to approve a booking and they book that resource, Matrix Booking can automatically book it for them and not ask them to approve it. To request this is configuration setting to be switched as it’s switched off by default, raise a support ticket.

This role will have limited access to Matrix Booking Insight by only being able to view the data on the locations that they manage.

Location administrator role

This role is designed to allow all the settings for a location to be managed locally (for example, room owner). You may have a Facilities Management (FM) team as location administrators for a building and a different FM team managing a different building. This level of access allows you to change all aspects of the location settings for all locations underneath them.

For example, if person A is the location administrator for a building, they can change all location settings for every room, desk, or any other resource, in that building. In addition to the settings, the location administrator is also able to edit all the bookings in that location in the same way that the location manager can. Settings that can be edited by a location administrator:

1. Add and remove facilities from rooms.

2. Add and remove layouts for rooms.

3. Add and remove location managers and location administrators for resources that you’re a location administrator for.

4. Change room, desk, zone, floor, building settings allowing you to:

   • Edit names of the resources (for example, Room 1 to Conference Room 1).

   • Availability (for example, don’t allow bookings before XX or after XX).

   • Whether the resource requires approval when booking.

   • If meetings need to be started and if they auto cancel if not started.

   • Setting forward booking limits.

   • Making cost codes mandatory.

   • Making attendee count mandatory.

   • Making meeting titles mandatory.

   • Enabling visitor passcodes (for self-service visitor kiosks).

   • Add, removing and moving resources (for example, rooms) in the hierarchy.

   • Restricting access to resources, such as rooms using groups.

   • Changing digital room signage options for these rooms or other resources.

   • Uploading images, floor plans, other media, and attachments.

This role will have limited access to Matrix Booking Insight by only being able to view the data on the locations that they manage.

Administrator role

This level of access is normally performed by a key super user from within your organisation, but it can be kept at Matrix Booking if the resources isn’t available. Administrator access allows you to configure all the elements mentioned above, but for the whole site. In addition this role also allows you to:

1. Invite users to the system.

2. Manage users (for example, deactivating users or password resets).

3. Add new users (for example, users, providers, read-only).

4. Create, delete, and manage groups.

5. Upload forward bookings.

6. Edit and manage the internal and external directory.

7. Upload and manage all images and media associated with a location or resource.

This role will have full access to Matrix Booking Insight by being able to view all the data of all locations and resources.

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