User roles

Each user has one or more roles which define which rights and permissions are granted within the system.

You can use the predefined roles, or make custom user roles to define your permission structure.

There are three predefined system roles available that can always be used:

• User: A user can use the system for reservations for his personal use.
• Booking Manager: A booking manager has the same permissions as a user, plus can also manage bookings and delete bookings.
  The 'insight level' defines how many details are visible, please refer to the general settings article.
• Manager: The manager is the global system administrator and can access the whole system including the system settings. 

These roles can be manually applied within Settings > Users > Roles or synchronized via Active Directory. For more information view the AzureAD / Active Directory synchronization article.

Custom User Roles

You can create custom roles via the  Settings > Users > Roles menu. 

Per custom user role you are able to define the following permissions:

• Bookings:
  • Not allowed:
    Not allowed to make or manage bookings.
  • Allowed to make bookings
    Can make and manage bookings for his personal use.
    • Booking permissions: 
      • Allowed for all locations/rooms/desks
      • Only allowed for specific locations/rooms/desks
        • Bookings permissions: Including locations
          The selected locations are visible to book
        • Bookings permissions: Excluding locations
          The selected locations are not visible to book
        • Bookings permissions: Including spaces
          The selected rooms/desks are visible to book
        • Bookings permissions: Excluding spaced
          The selected rooms/desks are not visible to book

    Keep in mind that the permission works in a hierarchy. So when the parent is excluded/included, all the elements below are also excluded/included. 

    • Desks: Limit in advance booking period 
      • Now you can also limit the advance booking period for recurring Desk bookings, for all or specific locations/spaces. When the 'Allowed to book ... days in advance' is set to 1 or 2 days, you can choose to 'Skip weekends' to be able to book accordingly the days in advance. This also applies for single bookings. 
    • Desks: Allow recurring bookings
      • Now you can also (dis)allow recurring Desk bookings for all or specific locations/spaces.
  • Allowed to manage bookings
    Can make and manage bookings for his personal use, plus can also manage bookings and delete bookings from others.
• Booking approvals:
  • Not allowed:
    Not allowed to manage booking approvals
  • Allowed for all locations/rooms/desks
    Allowed to manage bookings for all locations/rooms/desks
  • Only allowed for specific locations/rooms/desks
    • Booking approvals permissions: Including locations
      Only allowed to manage the selected locations
    • Booking approvals permissions: Excluding locations
      Explicitly not allowed to manage the selected locations
    • Booking approvals permissions: Including spaces
      Only allowed to manage the selected rooms/desks
    • Booking approvals permissions: Excluding spaced
      Explicitly not allowed to manage the selected rooms/desks

  Keep in mind that the permission works in a hierarchy. So when the parent is excluded/included, all the elements below are also excluded/included. 

• Booking on behalf permission (for desks)
  • When enabled you are able to book a desk for somebody else. Administrators and booking managers are allowed by default.
• Visitors:
  • Not allowed:
    Not allowed to manage visitors.
  • Allowed to manage for a single location:
    Allowed to manage only visitors of a specific location.
  • Allowed to manage for all locations:
    Allowed to manage all visitors.
• System settings:
  
  • Not allowed:
    Not allowed to manage system settings.
  • Allowed:
    Can manage all system settings.
• Services:
  • Not allowed:
    Not allowed to manage system settings.
  • Allowed to manage for a single service provider:
    Allowed to manage only specific services from one provider.
    
  • Allowed to manage for all service providers:
    Allowed to manage all services  
• Hygienic desk mark clean
  • None:
    Cannot clean any desks
  • Can clean anonymous desks:
    Can only clean desks that are anonymously booked
  • Can clean anonymous and own desks:
    Can only clean desks that are anonymously or personally booked
    
  • Can clean all desks:
    Can clean all desks