System Roles
System Roles in Cheqroom are predefined Roles with fixed Permissions. These Roles cannot be modified but offer a structured way to manage your team's access levels.
Account Owner
The Account Owner has full access to the account and is responsible for billing and workspace management. They can:
Access all areas of the account.
Upgrade or cancel the account.
Add or remove workspaces (in Premium and Master accounts).
Workspace Admin
Workspace Admins have comprehensive control over their workspace but cannot manage billing or workspaces. They can:
Manage equipment by creating, updating, or expiring items.
Change item flags or locations and handle item custody.
Invite and edit other Users.
Create, update, and fulfill reservations and check-outs, including those made by other Users.
Access all settings within their workspace.
Front Desk Agent
Front Desk Agents can manage bookings but have limited Permissions in other areas. They can:
View equipment and manage bookings for all locations or specific ones.
Update and archive Users for booking purposes.
Create, update, and fulfill reservations and check-outs, but cannot ignore booking conflicts.
Cannot manage settings or invite/update other account Users.
Equipment Admin
Equipment Admins focus on equipment management without involvement in bookings. They can:
Create, update, and expire equipment.
Change item flags or locations and handle item custody.
Update and archive Users related to equipment bookings.
Cannot create or manage reservations and check-outs.
Cannot manage account settings or invite/update other Users.
Self-service User
Self-service Users can make equipment reservations for themselves but have limited access otherwise. They can:
View equipment but not create, update, or expire it.
Book equipment for themselves but cannot process check-outs.
Only see their User page.
Cannot manage account settings or invite/update other Users.
Equipment Viewer
Equipment Viewers can see equipment without booking privileges. They can:
View equipment but cannot create, update, or expire it.
Cannot flag items, change locations, or manage custody.
Only see their User page.
Cannot create reservations or manage check-outs.
Cannot manage account settings or invite/update other Users.
Custom Roles
Cheqroom also allows the creation of Custom Roles. These Roles allow Users to tailor Permissions to their specific needs.
Creating Custom Roles
To create a Custom Role:
Click on Settings in the left-hand menu.
Click Roles permissions.
Click Add role.
Specify the name and description of the Role.
Configure Permissions across various categories:
Items: Define Permissions for item management.
Custody: Set Permissions for item custody actions.
Kits: Define Permissions related to kits.
Contacts: Set Permissions for managing contacts.
Reservations: Define Permissions for reservation actions.
Check-out: Set Permissions for check-out actions.
Reports: Set Permissions for viewing, saving, or deleting reports.
Settings: Determine access to account settings.
Optionally, restrict the Role's access to specific locations.
Applying User Roles
Next, we will explain how to apply User Roles to individual Users or in bulk. This straightforward process can be managed directly from the Users tab.
Individual Users
Go to the Users tab.
Find the User you want to edit.
Click on Actions and select Change user role.
Choose the new Role from the popup and click Change user role to save.
Multiple Users in Bulk
Go to the Users tab.
Select the Users you want to edit.
Click on Bulk actions and select Change user role.
Choose the new Role and click Change user role to save.
Preventing and Allowing Booking Conflicts
The Roles and Permissions feature lets you control whether Users can ignore booking conflicts.
Setting Up Permissions
Click on Settings in the left-hand menu.
Click Roles permissions.
Check or uncheck the box Ignore conflicts in Reservations and Check-outs for Admins and the Account Owner.
Click Save.
Preventing Booking Conflicts
If the 'Ignore conflicts' box is unchecked, Users cannot:
Create a reservation for items already reserved by someone else.
Create a reservation or check-out for items based at different locations.
Allowing Booking Conflicts
If the 'Ignore conflicts' box is checked, Users can:
Create a reservation for items already reserved by someone else.
Create a reservation or check-out for items based at different locations.
Restricting Access to Inventory
Custom Roles allow you to restrict users' access to specific locations. This is useful for large organizations with multiple equipment rooms or warehouses.
To Setup Location Restrictions
Click on Settings in the left-hand menu.
Click Roles permissions.
Select the Custom Role to update.
Check or uncheck location boxes as needed.
Click Save.
Inviting Users With Location Specific Access
Click on Users in the left-hand menu.
Click Add users.
Select the Role with the appropriate location restrictions.
By understanding and utilizing User Roles and Permissions, you can ensure a secure and efficient workspace in Cheqroom. This allows for precise control over who can access and manage different aspects of your account tailored to your organization's unique needs.