Contents
Introduction to the user roles
User roles define the level of access, permissions, and responsibilities assigned to each individual within the system. By assigning the appropriate role, we ensure that users have the tools they need to perform their tasks effectively, while also maintaining security, consistency, and control across the platform.
Each role comes with a predefined set of capabilities such as viewing data, editing content, managing settings, or administering the system. Understanding these roles helps teams work efficiently, supports good governance, and reduces the risk of accidental or unauthorised changes.
This page provides an overview of each available user role, what permissions they include, and when each role should be assigned.
Third-party suppliers
If you have listed any suppliers on the Locations & Resources template for the provision of catering, equipment, services, or room layout adjustments, please indicate whether these are third-party suppliers. If so, would you prefer them to:
-
Have access to log in to the system to view and manage their assigned work requests?
-
Just receive notifications only when a new work request is assigned to them?
-
Or both?
Please confirm your preferred approach.
Additional information on ‘Providers’ and booking options in general can be found here - Booking Options
Organisation administrators
Here you can specify which users will have full administrator access to the system. We recommend limiting this to a small number of users to ensure effective system management and security.
All users granted full Administrator access will be required to complete administrator training prior to go-live. We also recommend that any new Administrators added in the future undergo the same training to ensure consistency and a thorough understanding of the system.
If you find that you have a large number of users requiring elevated access, you may wish to consider assigning location administrator access instead, which provides more targeted, location-specific permissions.
You can set this profile up in 2 ways:
-
Via the Location administrators section on the Admin screen.
-
Via the Users section, you can select this profile option in the Edit user tab.
For a full explanation of the different profiles, see Access profiles and user accounts.
Location administrators
Here you can specify which users will have location administrator access to the system, they have the same location privileges as a full administrator, on targeted location only. Location administrators, do NOT have access to the Account Settings within the Administrator screen, so are unable to manage users, groups etc.
You can set this profile up in three ways:
-
Via the Location Administrator section in the Administrator screen, add the user here along with the location they administer.
-
Via a User Profile, you can select this profile option in the Edit User tab
-
You can add a Location Administrator directly into the Roles tab when editing a location
We highly recommend Location Administrators go through our Location Administrators training session to ensure consistency and a thorough understanding of the system.
For a full explanation of the different profiles, see Access profiles and user accounts.
Location managers
Here you can specify which users will have Location Manager access to the system. Location Manager access allows designated users to manage bookings within specific areas of the system.
A Location Manager can be assigned at either the organisation level (granting access to all locations) or at a targeted level, such as for specific buildings, rooms, or desks.
Location Managers have full control over all bookings within the locations they are assigned to. This includes viewing, editing, and cancelling bookings for any users in those areas, and running reports.
However, Location Manager access does not include access to the Administrator Screen or any system-wide configuration settings.
Outside of their assigned locations, these users will have standard user access only.
You can set this profile up in three ways:
-
Via the Location Manager section in the Administrator screen, add the user here along with the location they manage.
-
Via a User Profile, you can select this profile option in the Edit User tab
-
You can add a Location Manager directly into the Roles tab when editing a location
We highly recommend Location Managers to go through our Location Manager training session to ensure consistency and a thorough understanding of the system.
For a full explanation of the different profiles, see Access profiles and user accounts.
Receptionists
Here you can specify who your internal receptionist are, and for what reception within your organisation. A receptionist can be just a receptionist, and on logging in they will only have access to the visitor report. We can also add this role to a standard user (as an additional option in the user profile), which will allow them as a standard user to create their own bookings and additionally have access to the visitor report.
If you require a receptionist to be able to book meetings for other users, move meetings around etc, they should be set up as a Location Manager for the appropriate location.
Location Managers and above automatically have access to the visitor report via the Reports Screen
You can set this profile up in two ways:
-
Via the Receptionist section in the Administrator screen, add the user here along with the associated reception
-
Via a User Profile, you can select this profile option in the Edit User tab
We highly recommend Location Administrators go through our Location Administrators training session to ensure consistency and a thorough understanding of the system.
We highly recommend Receptionists to go through our Receptionists training session to ensure consistency and a thorough understanding of the system.
For a full explanation of the different profiles, see Access profiles and user accounts.
Business rules information overview