There are four basic User Roles in the application, which are listed below. Each of this role has its own rights which are defaulted once the role is assigned to the user. We recommend to always set your rights template when you first get access to your Forum, so that the rights are properly assigned to the users are they are created.
User Rights Template
To set your User Rights template, go to the Settings tab, click on General and then go to the Roles & Rights section. Select or de-select any rights that you want to assign to the different roles. You'll want to do this for each role. The rights that you see when you first access the templates have been set up with the defaults. Best practice for Admins? They get all the rights.
Save your changes once you've identified the what rights each role should have.
What are the roles and what do they typically do?
Administrator
- Has all the rights in Forum.
- Escalation point for system related questions.
- Manages data in the system including all locations and business rules.
- Has access to the Data Management Utility (DMU)
- Can create other user profiles
- Assigns elevated roles to other users (for ex: giving another user the Administrator role)
- Typically used by someone in the Corp Real Estate Team to manage Forum, or IT
- Best practice: 2- 3 Admins per client
- Should attend the Admin Trainings Part 1 and Part 2. Click HERE to register.
Manager
- Elevated role
- Super-users
- Have more rights than a Registered User but less than an Administrator
- May manage specific assets or specific locations depending on user groups, but usually not all locations
- Can create user groups
- Typically used for Facility Managers by location
- Can be the approvers for reservation requests
Community Manager
- Elevated role
- Power users
- Has more rights than a Registered User but less than an Admin or Manager.
- Helps other users make and manage reservations.
- Point person for users when they have questions about their reservation.
- Can make reservations for others in restricted spaces (if they are in the proper user group)
- Can bump reservations.
- Typically the approvers for reservation requests.
- "Guardians" of the space
- Typically: employees in an administrative role, floor leads, department admins, reception, conference center, helpdesk
Registered User
- General users/end-users
Do we need a separate Manager and Community Manager?
Not always. If you don't have a large set of locations and assets to manage and would prefer to streamline the roles, you can certainly do away with the Community Manager role and just use the Manager role.
What if we want to assign someone to a specific role but we don't want them to have the same rights as the others in a similar role?
We get it. You want to assign someone a Manager role but maybe you don't want to give them the ability to "manage locations" like the other managers. In this case, the Forum admin can go to that specific user's profile and check or un-check the rights for that user. So even if that user may have the Manager role (as an example), they can have some rights added or taken away and it only affects that particular user.
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