Roles and permissions in Vizmo: what each role can do

Roles and permissions: what each role can do

Roles decide what each person can see and change in the Vizmo portal. Use this article to compare the roles, choose the right one for someone, and find where to assign it.

Before you start

  • You need to be an Admin or a Location Admin to assign roles. A Location Admin can assign roles for their own location but cannot make someone an Admin.
  • Availability: if this option is greyed out or missing, contact your Vizmo account manager.

The roles at a glance

Role Applies to Who it is for
Employee Everyone with a Vizmo account Staff who book desks and rooms and invite visitors. This is not assigned: everyone starts here. A person with no other role sees only the employee portal.
Receptionist One location Front-desk staff who check visitors in and out and manage invites at that location.
Location Admin One location People who run a location, including its settings, devices, integrations, employees and roles.
Admin (also called Company Admin) All locations People who run the whole company. An Admin has Location Admin access at every location and can add or remove other Admins.

Each role includes everything the role below it can do: Admin includes Location Admin, Location Admin includes Receptionist, and Receptionist includes Employee.

Two more kinds of role can appear in the Select Role list when you assign a role:

  • Tenant Admin: for the person who manages a tenant. You can choose it only for an employee who belongs to a tenant, and only when the Tenant Admin Dashboard is turned on for your location. If it is not available, the form tells you why.
  • Custom roles: if your company has its own roles, they appear in the list too. A custom role can differ from the standard ones, so do not assume it has the access its name suggests.

What each role can do

This is the same table that appears under Roles and Permissions when you assign a role. It is a summary for the standard roles only. It does not cover custom roles, and it may not match what a person sees in their menus.

Feature Admin (all locations) Location Admin Receptionist
Visitor Log Yes Yes Create and update only
Analytics Yes Yes Yes
Invites Yes Yes Yes
Employees Yes Yes Read only
Roles Yes Yes Read only
Devices Yes Yes Read only
Settings Yes Yes Read only
Integrations Yes Yes No

Some menus are hidden for a role even when it can read the data. For example, Location Settings and Organisation Tree are hidden for Receptionists. To see which menus a person should have, read Find a missing menu in the Vizmo portal.

Assign a role at a location

Use this for Location Admin and Receptionist.

  1. Open the location in Location View.
  2. Go to Directory > Roles. The page lists each person who has a role at the location, with their Name, Email and Role.
  3. Click Assign Role.
  4. In Select Employee, choose the person. Employees who already have a role at this location are not in the list.
  5. In Select Role, choose the role. The Roles and Permissions table below shows what each role can do.
  6. Click Save. The message "The role has been added successfully" appears.

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

The employee receives an email saying the role has been assigned. If they do not have a Vizmo account yet, they are invited to set one up.

Change or remove a role

  1. Go to Directory > Roles.
  2. Click the edit icon (pencil) next to the person to change their role, choose the new role, and click Save. The message "The role has been updated successfully" appears.
  3. Or click the delete icon next to the person, then click Delete in the Delete Role box. The message "The role has been deleted successfully" appears.

Roles page listing Name, Email and Role with the Assign Role button and edit and delete icons

You cannot edit or delete your own role.

For step-by-step help, see Assign roles to employees, Assign a role to an employee and Change or remove an employee's role.

Add or remove an Admin

Admins are set for the whole company, so they are managed in Company View, not in a location.

  1. Switch to Company View.
  2. Click Admins in the left menu.
  3. Click Add Admin.
  4. In Search for an employee, choose the person.
  5. Click Add. The message "The admin has been added successfully" appears.

Admins page with admin cards and the Add Admin button

To remove an Admin, click the delete icon on their card and click Delete in the Delete Admin box. The message "The admin has been deleted successfully" appears.

For more detail, see Add or remove a company admin.

Things to know

  • Each employee has one role at a location.
  • You cannot remove the last Admin, and you cannot remove yourself. Add another Admin first.
  • An Admin cannot also be given a location role, because an Admin already has access to every location.
  • To make someone an Admin, first remove any location roles they have.
  • Employees with no role see the employee portal only. For what they can do there, see The employee portal home: Quick Actions and what employees can do.

Troubleshooting

"The selected employee is already an admin"

The person is already an Admin and has access to every location. They do not need a location role.

"Employee already has roles assigned"

You are adding an Admin, but the person has a role at a location. Remove that role in Directory > Roles at each location, then add them as an Admin.

"Can not delete only admin available. Please assign another admin before deleting this role"

Every company needs at least one Admin. Add another Admin first, then delete this one.

"You are not authorized"

Only Admins and Location Admins can assign roles. A Location Admin cannot assign the Admin role.

I cannot find Directory > Roles

The menu only appears for roles that can see it. If your role should see it, contact your Vizmo account manager.

I cannot pick Admin when I assign a role

Admin is a company-level role and is not offered for a location. Add the person in Company View under Admins instead.