Visitor Management Roles and Permissions

Requirements

  • Visitor Management
  • Global admin

Robin’s Visitor Management now supports more robust role-based permissions. Admins can allocate different types of permissions to users and roles, ensuring precise control over the organization’s visitor management process. Below is a comprehensive guide on how to utilize these permissions effectively: 

Assigning a role administrate Visitor Management:

  • Admins can assign the Visitor Management Admin role to users, granting them full control over the Visitor Management product without providing overall product admin privileges. 
  • When this capability is selected, users will be able to view and manage all visits as well as create/manage documents, and create/manage visit types.

 

Managing Building-Specific Visits:

  • View hosted visits 
    • Allows users to view visits they’re the host of in specific buildings while restricting access to visits in other buildings. 
    • Tip: this permission should typically be on for most individuals. 
  • Manage hosted visits
    • Allows users to create, update and delete visits where they’re the host. This can be restricted to individual buildings. 
    • Tip: this permission should typically be on for most individuals.
  • View all visits
    • Allows a user to view all visits in specific buildings while restricting access to visits in other buildings. 
    • Tip: this permission is useful for front desk attendants, building security and/or receptionist in order to have awareness of the number of visitors expected at any given time. 
  • Manage all visits
    • Allows a user to view, create, update and delete all visits in specific buildings while restricting access in other buildings. This includes visits where they’re not the host. 
    • Tip: this permission is useful for building admins or security admins that need full admin access to visitor management in some buildings but not others. 
  • Note: the permissions will respect the highest level of permissions the particular user has. For example, a global admin will automatically be able to manage all of the visitor management permissions and cannot be restricted to a particular building or visibility level as long as they remain a part of the admin role. 

How to assign Visitor Management Permissions:

 

An admin can navigate to the Manage tab.  

2

Select roles.  

3

Scroll to the Visitor Management section.  

4

Specify which permissions are relevant in which buildings for this particular role.  

5

Add groups or specific members to the role.  

 

See more about assigning permissions here.

 

Best Practices:

  • Assign permissions based on users’ responsibilities and requirements. 
  • Regularly review and update permissions to align with organizational changes. 
  • Train users on their assigned roles and permissions to ensure proper utilization.

Troubleshooting:

  • If users encounter issues accessing or managing visits, ensure their assigned roles have the necessary permissions. 
  • Double-check permissions settings to verify correct configuration.

Additional Support:

If you have any questions or need further assistance with role-based permissions in Visitor Management, don’t hesitate to contact our support team.

 

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