User Permission Matrix

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Updated: September 2024

First, let’s define the user roles:

Customer - Default access for all new and existing users unless otherwise specified by Site Administrator and/or Center Administrator. Customers have the ability to submit job requests, monitor their individual job requests, and search the history of their job requests.
Manager - Managers can submit requests and monitor the status of their jobs, and view overall activity in the center in which they are assigned. Managers can update their individual requests, but cannot make changes to the center functionality or users. Also, they maintain full access to reporting.
Operator - This role is assigned to users who receive, process, track, and fulfill requests. Additionally, the operator can be granted access to the User Administration area.
Administrator - This role is assigned by Site Administrator for users with specific Center administration privileges. Privileges include control of user access, center configurations, workflow processes, and module reporting. There can be multiple center administrators and multiple centers.
Site Administrator - Only role with full-site access, rights, and administration privileges within the complete Workplace Management System (includes all Site Centers).

Use the matrix below to determine the correct User Role for your employees:

Admin Module
Asset Module
Copy Module
Directory Module
Inventory Module
Mail Module
Move Module
Reservation Module
Service Request Module
Space Module
Visitor Module

Admin Module

Admin	Customer	Manager	Operator	Administrator	Site Administrator
Global Preferences	-	-	By default the Operator can not access the Global Preferences. The Operator User Administration check box allows you to grant access to Operators to the User Administration. Learn how to enable the setting in Global Preferences.	-	✓
Categories	-	-	-	✓	✓
Users			✓ If global preference is activated.	✓	✓

Admin

Customer

Manager

Operator

Administrator

Site Administrator

Global Preferences

By default the Operator can not access the Global Preferences. The Operator User Administration check box allows you to grant access to Operators to the User Administration. Learn how to enable the setting in Global Preferences.

✓

Asset Module

Asset Module	Customer	Manager	Operator	Administrator	Site Administrator
Search and View Assets	✓	✓	✓	✓	✓
Create Asset	-	-	✓	✓	✓
Edit Asset	-	✓	✓	✓	✓
Remove Asset	-	✓	✓	✓	✓
View List of Asset Agreements and Inventory	-	✓	✓	✓	✓
Generate and view Asset Reports in the Insights Module	-	✓	✓	✓	✓

Copy Module

Copy Module	Customer	Manager	Operator	Administrator	Site Administrator
Create Copy Job Request	✓ Create my request	✓	✓	✓	✓
View the Request Queue	✓ View my request	✓ View my request View requests for someone else	✓ Process all requests	✓	✓
Search History	✓ Search and view my request	✓ Search and view all requests	✓ Search and view all requests	✓	✓
Generate and view Copy Reports in the Insights Module	-	✓	✓	✓	✓

Directory Module

All roles have permission to the Directory module by default.

Directory Module	Customer	Manager	Operator	Administrator	Site Administrator
Search Directory	✓	✓	✓	✓	✓
View Directory Information	✓	✓	✓	✓	✓
Generate and view Directory Reports in the Insights Module	-	✓	✓	✓	✓

Inventory Module

Inventory Module	Customer	Manager	Operator	Administrator	Site Administrator
Create Order	✓ Create my order	✓	✓	✓	✓
View the Order Queue	✓ View my order	✓	✓	✓	✓
Order History Search	✓ Search for my inventory order	✓	✓	✓	✓
Purchasing	-	✓	✓	✓	✓
Purchasing History Search	-	✓	✓	✓	✓
Inventory Items	-	✓	✓	✓	✓
Generate and view Inventory Reports in the Insights Module	-	✓	✓	✓	✓

Mail Module

Mail Module	Customer	Manager	Operator	Administrator	Site Administrator
View my Mail Packages	✓ View your interoffice and outbound packages	✓	✓	✓	✓
Check-In Mail Packages	✓ Check-in your interoffice and outbound packages	✓	✓	✓	✓
Process Mail Delivery Pickups	-	-	✓	-	-
Printing	✓ Print labels for interoffice and outbound packages	✓ Print labels for interoffice and outbound packages	✓ Print receiving and shipping manifests	✓ Print receiving and shipping manifests	✓ Print receiving and shipping manifests
View Receiving Queue	✓	✓	✓	✓	✓
View Shipping Queue	✓	✓	✓	✓	✓
Package Alert	✓	✓ Add, edit, and remove package alerts	✓ Add, edit, and remove package alerts	✓	✓
Search for Mail Items	✓ Search for own interoffice and outbound packages	✓	✓	✓	✓
Miscellaneous Volumes	-	-	✓	✓	✓
Generate and View Mail Reports in the Insights Module	-	✓	✓	✓	✓

Move Module

Move Module	Customer	Manager	Operator	Administrator	Site Administrator
Create Move Request	✓ Create move request for self and others	✓	✓	✓	✓
Edit Move Request	✓ Edit my request	✓	✓	✓	✓
Cancel Move Request	✓ Cancel my request	✓	✓	✓	✓
View Request Queue	✓ View my request	✓	✓	✓	✓
View Request Calendar	-	✓	✓	✓	✓
Search History	✓ View my request	✓	✓	✓	✓
Create and View Scenarios	-	✓	✓	✓	✓
Generate and view Move Reports in the Insights Module	-	✓	✓	✓	✓

Reservation Module

Reservation Module	Customer	Manager	Operator	Administrator	Site Administrator
View Reservation	✓ View my reservation View reservations made by others but not the reservation details (from the Space module's Space Availability screen)	✓ View all reservations	✓ View all reservations	✓ View all reservations	✓ View all reservations
Create Reservation	✓ Create my reservation	✓ Create my reservation	✓ Create my reservation Create a reservation for someone else	✓ Create my reservation Create a reservation for someone else	✓ Create my reservation Create a reservation for someone else
Edit Reservation	✓ Edit my reservation	✓ Edit my reservation	✓ Edit my reservation Edit reservations for someone else	✓ Edit my reservation Edit reservations for someone else	✓ Edit my reservation Edit reservations for someone else
Cancel Reservation	✓ Cancel my reservation	✓ Cancel my reservation	✓ Cancel my reservation Cancel reservations for someone else	✓ Cancel my reservation Cancel reservations for someone else	✓ Cancel my reservation Cancel reservations for someone else
Generate and view Reservations Reports in the Insights Module	-	✓	✓	✓	✓

Customer

Manager

Operator

Administrator

Site Administrator

View Reservation

✓

View my reservation
View reservations made by others but not the reservation details (from the Space module's Space Availability screen)

✓

View all reservations

✓

View all reservations

✓

View all reservations

✓

View all reservations

Create Reservation

✓

Create my reservation

✓

Create my reservation

✓

Create my reservation
Create a reservation for someone else

✓

Create my reservation
Create a reservation for someone else

✓

Create my reservation
Create a reservation for someone else

Edit Reservation

✓

Edit my reservation

✓

Edit my reservation

✓

Edit my reservation
Edit reservations for someone else

✓

Edit my reservation
Edit reservations for someone else

✓

Edit my reservation
Edit reservations for someone else

Cancel Reservation

✓

Cancel my reservation

✓

Cancel my reservation

✓

Cancel my reservation
Cancel reservations for someone else

✓

Cancel my reservation
Cancel reservations for someone else

✓

Cancel my reservation
Cancel reservations for someone else

Generate and view Reservations Reports in the Insights Module

✓

Service Request Module

Service Request Module	Customer	Manager	Operator	Administrator	Site Administrator
View Service Request Queue	✓ View my service request	✓ View all service requests	✓ View all service requests	✓ View all service requests	✓ View all service requests
Create Service Request for Self and Others	✓	✓	✓	✓	✓
Edit Service Request	✓ Edit my service request Add a comment to the service request when you are the Primary Contact.	✓ Edit my service request Add a comment to the service request when you are the Primary Contact.	✓ Edit all service requests	✓ Edit all service requests	✓ Edit all service requests
Cancel Service Request	✓ Cancel my service request If you are the Primary Contact, then you can cancel the service request	✓ Cancel my service request If you are the Primary Contact, then you can cancel the service request	✓ Cancel all service requests	✓ Cancel all service requests	✓ Cancel all service requests
Generate and view Service Request Reports in the Insights Module	-	✓	✓	✓	✓
Schedule Tasks	-	-	✓ By default, Operators cannot generate, edit, and update Scheduled Tasks. The Allow Scheduled Tasks must be turned on. Learn how to enable the setting in Service Request Preferences.	✓ By default, Administrators cannot generate, edit, and update Scheduled Tasks. The Allow Scheduled Tasks must be turned on. Learn how to enable the setting in Service Request Preferences.	✓

The Vendor Operators can be set up in the Service Request Preferences.

Service Request with Vendor Operator Designation	Customer	Manager	Vendor Operator	Administrator	Site Administrator
View Service Requests	-	-	✓ View my service request	-	-
Create Service Request	-	-	✓ Anyone can create a service request ticket, Vendor Operator Designation only limits the tickets the operator can see; not what they can create.	-	-
Edit Service Request	-	-	✓ Edit my service request	-	-
Scheduled Tasks	-	-	✓	-	-

Space Module

Space Module	Customer	Manager	Operator	Administrator	Site Administrator
Search Floor Plan	✓	✓	✓	✓	✓
View Floor Plan	✓	✓	✓	✓	✓
Create Markers	-	-	✓	✓	✓
Modify Space Attributes (Capacity, Description, Space Type, Category, Space Photos, Jacks, and Reservable toggle - if reservation center is active.)	-	-	✓	✓	✓
Upload Floor Plans (AutoCAD, Revit)	-	-	-	✓	✓
Space Admin (Create, Delete, Edit Space Types)	-	-	-	✓ You need to be an Admin on all Space Centers.	✓ You need to be an Admin on all Space Centers.
Generate and view Space Reports in the Insights Module	-	✓	✓	✓	✓

Visitor Module

Visitor Module	Customer	Manager	Operator	Administrator	Site Administrator
Registration of Visitor(s)	✓	✓	✓ Register visitors and select any host	✓ Register visitors and select any host	✓ Register visitors and select any host
Pre-registration of Visitor(s) Upload .CSV file of pre-registered visitors they will host	✓	✓	✓ Pre-register visitors and select any host	✓ Pre-register visitors and select any host	✓ Pre-register visitors and select any host
Edit Visitors	✓ Edit a visitor that you are the host Edit the visitor's details and reschedule	✓ Manager's can edit any visitor that is registered by them. Edit the visitor's details, reshedule, move to lobby, check-in, or check-out	✓ Edit any visitor Edit the visitor’s details, reschedule, move to lobby, check-in, or check-out	✓ Edit any visitor Edit the visitor’s details, reschedule, move to lobby, check-in, or check-out	✓ Edit any visitor Edit the visitor’s details, reschedule, move to lobby, check-in, or check-out
Delete a Visitor	✓ Delete a visitor that you are the host	✓ Delete any visitor	✓ Delete any visitor	✓ Delete any visitor	✓ Delete any visitor
Edit Visitor Alerts, Types, and Watch Lists	-	-	✓	✓	✓
View Queue	✓ View my own visitors	✓ View all visitors	✓ View all visitors	✓ View all visitors	✓ View all visitors
Search History	✓ View my own visitors	✓ View all visitors	✓ View all visitors	✓ View all visitors	✓ View all visitors
Generate and view Visitor Reports in the Insights module	-	✓	✓	✓	✓

Customer

Manager

Operator

Administrator

Site Administrator

Registration of Visitor(s)

✓

Pre-registration of Visitor(s)

Upload .CSV file of pre-registered visitors they will host

✓

Pre-register visitors and select any host

✓

Pre-register visitors and select any host

✓

Pre-register visitors and select any host

Edit Visitors

✓

Edit a visitor that you are the host
Edit the visitor's details and reschedule

✓

Manager's can edit any visitor that is registered by them.
Edit the visitor's details, reshedule, move to lobby, check-in, or check-out

✓

Edit any visitor
Edit the visitor’s details, reschedule, move to lobby, check-in, or check-out

✓

Edit any visitor
Edit the visitor’s details, reschedule, move to lobby, check-in, or check-out

✓

Edit any visitor
Edit the visitor’s details, reschedule, move to lobby, check-in, or check-out

Delete a Visitor

✓

Delete a visitor that you are the host

✓

Delete any visitor

✓

Delete any visitor

✓

Delete any visitor

✓

Delete any visitor

Edit Visitor Alerts, Types, and Watch Lists

✓

View Queue

✓

View my own visitors

✓

View all visitors

✓

View all visitors

✓

View all visitors

✓

View all visitors

Search History

✓

View my own visitors

✓

View all visitors

✓

View all visitors

✓

View all visitors

✓

View all visitors

Generate and view Visitor Reports in the Insights module

✓