When you grant workspace access to team members or colleagues, you can control who sees what by assigning them a user role.
When you grant workspace access to team members or colleagues, you can control who sees what by assigning them a user role.
💡 Everyone can access the Standard roles, but only the Plus, Premium, and Academic Premium plans can customize the user roles.
In the Roles & Permissions section, you can see the user roles that define the account's access level.
Go to your Settings in the bottom left corner of your screen
Click Roles & Permissions
You get an overview of the roles that already exist in your account and their description.
Account Owner
The Account Owner can fully access the account and can upgrade/cancel the account. In Premium and Master accounts, the account owner is the only role that can add or remove workspaces within the organization.
Workspace admin
Users with Workspace admin roles have full access to their workspace across all locations, but unlike the account owner they can not manage billing or add or remove workspaces.
They have the following permissions:
Managing equipment: The Workspace Admin can create / update / expire equipment. They can also change item flags or locations and give and take items in custody.
Managing users: The Workspace Admin can invite other users to the account and edit the role of other users.
Managing reservations and check-outs: The Workspace Admin can create / update / fulfill reservations and check-outs, even those created by other software users. They can also clear booking Labels and ignore booking conflicts.
Managing settings: The Workspace Admin has full access to the settings of the account.
Front Desk Agent
Users with the Front Desk Agent role can create and fulfill bookings for anyone (at all or some locations, depending on whether they have been restricted to certain locations).
Have an overview of equipment: The Front Desk Agent can see the equipment but cannot create / update / expire equipment. They are allowed to flag and unflag items and to give and take custody but are not allowed to change locations.
Managing users: Front Desk Agents can update / archive users to whom equipment can be booked or checked out, but they cannot create users.
Managing reservations and check-outs: The Front Desk Agent can create / update / fulfill reservations and check-outs, even those created by other software users. They can also clear booking Labels, but they cannot ignore conflicts.
Cannot manage settings or users: The Front Desk Agent cannot change Account Settings nor invite or update other account users.
Equipment Admin
Users with the Equipment Admin role have full access to the equipment (at all or some locations, depending on whether they have been restricted to certain locations).
Managing equipment: The Equipment Admin can create / update / expire equipment. They can also change item flags or locations and give and take items in custody.
Managing users: Equipment Admins can update / archive users to whom equipment can be booked or checked out, but they cannot create users.
Cannot create or manage reservations and check-outs: The Equipment Admin is solely responsible for the equipment and cannot create any reservations or check-outs.
Cannot manage settings or users: The Equipment Admin cannot change Account Settings nor invite or update other account users.
Self-service
Self-service users can book equipment (at all or some locations, depending on whether they have been restricted to certain locations).
Have an overview of equipment: The self-service user can see the equipment but cannot create / update / expire equipment. They are also not allowed to flag and unflag items, change locations, or give and take custody.
Cannot manage users: The self-service user can only see his own user page.
Creating reservations for themselves: The self-service users can make a booking for themselves but cannot convert the reservation to a check-out nor create a check-out from scratch. Someone else will have to process the check-out and check-in for them.
Cannot manage settings or users: The equipment viewer cannot change Account Settings nor invite or update other account users.
Equipment Viewer
Users with the Equipment Viewer role can view equipment but cannot book anything. This role is ideal for e.g., freelancers needing to see the inventory.
Have an overview of equipment: The Equipment Viewer can see the equipment but cannot create / update / expire equipment. They are also not allowed to flag and unflag items, change locations, or give and take custody.
Cannot manage users: The Equipment Viewer can only see his own user page.
Cannot create reservations and check-outs: The Equipment Viewer can only browse the equipment but is not allowed to make any bookings.
Cannot manage settings or users: The Equipment Viewer cannot change Account Settings nor invite or update other account users.
Custom role
You can create custom roles if you are subscribed to a Plus, Premium, or Academic Premium plan.