Roles Management
We’ve introduced a new, centralized way to manage user roles across all your buildings—designed to simplify access control, reduce duplication, and make role management more scalable across your organization.
What’s changed?
- Roles management is now centralized at the organization level—not per building.
- You can view, create, edit, and delete roles from a single overview.
- Only Admins can manage roles.
- Members may get view-only access—but only if they have user management permissions for at least one building.
- All roles are reusable across buildings, reducing duplication and inconsistency.
Access to Roles Management
Admin
Admins have full access to the Roles page. They can:
- View all roles
- Create new roles
- Edit or delete existing roles
Member
Members have limited or no access:
- View-only access if they have user access management permissions for at least one building
- No access - the Roles page is hidden for Members without sufficient permissions
View and Manage Roles
The centralized Roles view makes it easy to manage permissions across your organization.
What You Can Do
- Go to Settings > Roles
- Use the search bar to look up roles by name
- Sort the list by:
- Role name
- Created date
- Last modified
- Users
- Use the column picker to select which columns to display:
- Created
- Last modified
- Number of users with the role
Create or Edit a Role
🔒 Only available to Admins
Roles define what Members can do within buildings. Admins can create, edit, or delete roles directly from the organization-level Roles page.
Steps to Create or Edit a Role
- Go to Settings > Roles
- Click + Add Role to create a new role, or select an existing role to edit
- Enter or update the Role Name
- Role names must be unique within your organization
- If the name already exists, you’ll be asked to choose a different one
- Use the Permissions section in the Passport to configure access:
- Permissions are grouped by category (e.g., Assets, Categories, Checklists)
- Use toggle switches to enable or disable specific permissions:
- e.g., “Can create assets”, “Can delete documents”, etc.
- Each group shows a counter (e.g., 3/4) to indicate how many permissions are enabled within that group
- You can expand or collapse all categories for easier navigation
- Don’t forget to save your changes by clicking Save
Permissions Overview
Below is a list of all available permissions that can be assigned when creating or editing a role. Each permission controls what a user can do in a specific area.
Category | Permission |
Assets | Can view |
Can update | |
Can create | |
Can delete | |
Categories | Can manage access |
Checklists | Can create |
Can update | |
Can delete | |
Files | Can view |
Can update | |
Can create | |
Can delete | |
Messenger Flow | Can view |
Can update | |
Recurring Tasks | Can view |
Can update | |
Can create | |
Can delete | |
Spaces | Can view |
Can update | |
Can create | |
Can delete | |
Tags | Can create |
Can delete | |
Tasks | Can add public replies |
Can complete | |
Can create time log | |
Can delete time log | |
Can create material log | |
Can delete material log | |
Can only manage own tasks | |
Building | Can update |
Users | Can manage access |
Delete a Role
🔒 Only available to Admins
Admins can delete roles that are no longer in use.
Important Notes
- A role cannot be deleted if it is currently assigned to one or more users.
- Deleting a role will remove it from the Roles overview and prevent future use.
Steps to Delete a Role
- Go to Settings > Roles
- Click on the role you want to delete
- If the role is not in use, click the Delete icon in the right top corner of the passport
- Confirm the action in the modal
Roles & Access Rules Summary
Action | Who Can Do It? |
View roles | Admins and eligible Members (view-only) |
Create roles | Admins only |
Edit roles | Admins only |
Delete roles | Admins only (if role is not in use) |
🔒 Members without user management permissions for at least one building will not see the Roles page in their Settings menu.