➤ Product: OfficeRnD Workplace
➤ Who: Admins with 'Admin' access to Settings
➤ Where: On the Admin Portal, under Settings > Advanced Settings > Roles and Permissions
➤ Availability: All Workplace plans
When the default 'Admin' role is the only admin role in your organization, every employee with admin access gets full access to the Admin Portal. For example, a receptionist who only manages meeting rooms can also edit employee records and change your settings. A custom role limits an admin to the sections of the Admin Portal and actions they need for their work.
You create a custom role once. Then you can assign the custom role to each admin who does that work.
Before you begin
Check 2 things before you create a custom role.
Your own admin role must give you 'Admin' access to Settings. The Roles and Permissions page is under Settings. Admins with less access to Settings cannot create roles.
The employee who will get the custom role must already exist on the People > Employees page. You assign a role to an existing employee.
How access levels work
A custom role holds 1 access level for each main section of the Admin Portal. The 6 sections are Workplace, People, Communication, Meeting Rooms, Analytics, and Settings.
Each section has 3 access levels:
No Access: The section is hidden from the admin.
Viewer: The admin can see the section. By default, the admin cannot make changes in the section.
Admin: The admin can see the section. By default, the admin can do all actions in the section.
For the 'Viewer' and 'Admin' access levels, you also control each action in the section. The actions include Create, Edit, and Delete. For example, you give the Meeting Rooms section the 'Viewer' access level and allow only the Create action. The admin can then create items in that section. The admin still cannot edit or delete items.
The 'Admin' access level covers 1 section. The default 'Admin' role covers all sections.
Create a custom role
Once you know which access level each section needs, create a custom role that includes those access levels.
Go to Settings > Advanced Settings > Roles and Permissions. You create admin roles on this page.
Click Add role to start a new custom role.
Enter a Name. Admins see this name in the Role drop-down menu when they assign access to an employee.
(Optional) Enter a Description to record the job that the role is for.
For each section, select an access level: 'No Access', 'Viewer', or 'Admin'. The access level decides whether the admin can see the section.
For each section with the 'Viewer' or 'Admin' access level, allow only the actions that the admin needs. Allowed actions limit the changes the admin can make in that section.
Click Save. The custom role is now available in the Role drop-down menu.
Assign the custom role to an admin
The custom role now exists, but no admin has it yet. Assign a custom role the same way you assign the default 'Admin' role.
When you assign the role, you can also restrict the admin to 1 location. Assign a role to an employee and restrict the admin to a location →
You can assign roles in the following ways:
Go to People > Employees and click the cogwheel icon in the Role column. Select the role and the locations to which it applies, then click Update.
Go to People > Teams and open a team. Click the cogwheel icon in the Role column. Select the role and the locations to which it applies, then click Update.
Go to People > Employees and open an employee profile. In the right panel, click the cogwheel icon next to Role. Select the role and the locations to which it applies, then click Update.
Best practices
Use these tips to keep your custom roles easy to manage.
If several admins do the same job, create 1 custom role for that job. Assign that custom role to each admin. Each admin then gets the same access levels.
If more than 1 person assigns roles, give each custom role the name of a job. For example, name the role 'Front desk'. Admins select a role by its name in the Role drop-down menu. A job name helps them select the correct role.
If an admin only needs to look up information in a section, give that section the 'Viewer' access level. The admin can then find information in the section without the ability to change it.
If an admin works at only 1 location, restrict that admin to the location when you assign the custom role. Set the location restriction during assignment.
FAQs
Can I restrict a custom role to 1 location?
You can restrict an admin to 1 location when you assign the custom role. In the assignment step, select a Location to limit the admin's access to that location.
Why can an admin not see a section of the Admin Portal?
An admin cannot see a section when their role sets that section to 'No Access'. To show the section, assign the admin a role with 'Viewer' or 'Admin' access to that section.
What is the difference between the default 'Admin' role and the 'Admin' access level?
The default 'Admin' role gives full access to every section of the Admin Portal. The 'Admin' access level gives access to 1 section inside a custom role. In a custom role, you can still limit the actions for a section with the 'Admin' access level.