Assign a role to an employee

Assign a role to an employee

A role decides what an employee can see and do in the Vizmo portal. Use this article to give an employee a role at the location you have selected.

Before you start

  • Availability: if this option is greyed out or missing, contact your Vizmo account manager.
  • Your role must allow you to assign roles. If you can't see Assign Role, ask an administrator to check your role.
  • The person must already be an employee at this location in Directory. Employees who already have a role here are not offered again. To change their role, see Change or remove an employee's role.

Roles you can choose

  • Admin: covers all locations. Company-wide admins are managed in company view, not on this page. See Add a company admin.
  • Location Admin and Receptionist: cover the location you have selected.
  • Tenant Admin: offered only when the Tenant Admin Dashboard is available for your location, and only for an employee who belongs to a tenant. See Set up Tenants and give a tenant administrator access.
  • Custom roles that your organisation has set up. Each has its own permissions.
  • Roles shown with (Location product) or (Company product) after the name manage a single product.

Assign a role

  1. Sign in to the Vizmo portal and select the location.
  2. Go to Directory > Roles.
  3. Click Assign Role. The Assign Role panel opens.

    Roles page with the Assign Role button

  4. In Select Employee, choose the employee. The panel reminds you that the employee will be invited to set up their account if they don't have one.
  5. In Select Role, choose the role. Roles that are not available to you or to this employee are greyed out.
  6. Check the Roles and Permissions table. It compares the standard roles and shows whether each one covers all locations or a specified location. Custom roles are not in this table.

    Assign Role panel with Select Employee, Select Role and the Roles and Permissions table

  7. Click Save.

Result: you see "The role has been added successfully" and the employee is listed under Directory > Roles with the role you chose. If the employee's account was switched off, Vizmo switches it on and emails them an invitation. They also receive an email to say the role was assigned. If they do not get the invitation, click Resend Invite on Directory > Employees.

Troubleshooting

  • The Roles page does not show the list of roles. Contact your Vizmo account manager.
  • The employee is not in the Select Employee list. They are not an employee at this location, or they already have a role here.
  • "The selected employee is already an admin" or "Employee has admin role assigned". They hold the company-wide Admin role. Manage company-wide admins in company view under Admins, not on this page.
  • Tenant Admin is missing or greyed out. It is offered only when the Tenant Admin Dashboard is available for your location, and only for an employee who belongs to a tenant. "Employee has no tenant" means the employee needs to be added to a tenant first.
  • "Please enter the required details". Choose both an employee and a role.
  • An error message appears and the panel closes. Open Assign Role again and try once more.