Difficulty: expert

Roles and Profiles can be used to differentiate users, their rights and options in Workplace.

How to access:

• Go to Workplace back-end Studio

• Login with your credentials

• Select Users & Roles > Roles

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Standard Roles

Every Workplace user is created with Default role. Either manually or through excel upload, any other role can immediately be assigned to a user.

• “Default” role

  • The default role has a set of default permissions. Admins can manage the permissions of this default role.

    • Usually, end-users can see real-time data and can make & edit reservations

  • It's not possible to remove this role 

• “Admin” role is needed to access Studio (will only give access to current environment) and Device Control (for KioskApp and Workplace App)

• “Admin.devices” role only gives access to Studio Spaces and Studio Devices. All other settings are not available. This role is typically assigned to external hardware installation partners, who need access to Studio in regards to creation of devices, but should not be able to modify anything else.

• “Reporter” role allows access to Dashboards

• “Developer" role is typically assigned to users who have the rights to view/consume/integrate Workplace Rest API . These users might be external developers who work on integrating Workplace with their systems, and should not have access to Workplace touchpoints.

• “Contentcontributor” role is required to create a Content Library (set up Custom Content)

• “Contentadmin” role is required to publish/manage Custom Content

Environment Specific Roles

Depending on the needs in your environment, other roles can be added to the environment (select "Add New"), for example access to dashboards on Workplace Web (GO) can be restricted for a specific role.

Below listed Permissions list what is possible.

Role based reservation scope definition

Create a Workplace Role which restricts the user to see only a limited scope of locations, and to be able to make reservations only in those locations.

Step 1: Role definition

Add new role of Type "Reservation Restriction", and describe the reservation scope of a user by using any of the following 3 parameters:

• location type

• location scope

• zone scope

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Location Type - Each role can be defined for either

• only rooms

• only workplaces

• only parking places

• a combination of the above

Locations scope (buildings) - The locations in which the user is allowed to book a room or desk.

Zone scope - Rooms and workplaces can be linked to zones in Workplace under the Location Grouping settings. When a set of zones are enabled in a role, the user can only book rooms/workplaces linked to that zone.

Step 2: Role assignment

Workplace users are assigned a default role. When users are assigned with another role ABC, this role specific permissions shall be applicable to the users along with ‘Default’ role permissions.

An administrator can assign one or more roles to a user. If a user has multiple roles assigned to him/her, the overall reservation scope of the user will be the sum total/union of all individual roles. See Users and Groups for more information on user creation.

When a Reservation Restricted Role is assigned, the user can only book rooms/workplaces described within the role on Workplace touch points. Reservation requests for other locations will be blocked by Workplace.

What does this look like for the user?

With Reservation Restrictions set in Workplace, the user will be able to

• select a location on the live floorplan, which will open the room detail screen, but will

  • not see any availability data

  • not see the capacity information

  • not see the “check availability button” ~so will not be able to

• use the Create a Booking feature, but the restricted areas will not be part of the search results

If a user is trying to book a resource that is outside of his/her reservation scope (set in IWMS), at the end of the reservation workflow, an error message is shown.
For more details please view the debug page.

Permissions

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