Add permissions to a role to control what the people in that role can do in Robin. A permission gives access to one feature. You can limit many permissions to some buildings, or to some floors and spaces in a building. First create a custom role, then add its permissions.
How permissions add up
You can give a role to one person or to a group. A person can have more than one role. What a person can do is the sum of all their roles, including the roles of every group they belong to. If any of those roles allows an action, the person can do it, even if another role does not allow it.
For example, Role A can edit billing and Role B cannot. A person with both roles can edit billing.
What the Member role allows
Every person in your organization has the Member role, and you cannot remove it. By default, the Member role lets every person:
- Book all spaces, desks, parking spots and lockers.
- View event details for all events that are not private.
- View the people in your organization.
- Request meeting services.
- Create activities and manage the activities they created.
- Use the Workweek page.
When you use custom roles, remove the booking permissions from the Member role and add them to each custom role. Otherwise every person can still book everything through the Member role. This also applies to any permission that the Admin and Owner roles have by default: if only some people should have it, remove it from the default role and add it to a custom role.
Anonymity permission profile
The Member role page can show an Anonymity card with a switch. Anonymity makes bookings private and blocks access to data about other people. While it is on, the permissions it controls are locked. Resetting the Member role turns Anonymity off.
Change a role's permissions
Only admins see Roles in the menu.
- Go to Manage > Roles.
- Select the name of the role.
- On the Permissions tab, select a card: Booking and resources, Workplace operations, People, Visitors and deliveries, Analytics or Account. To find one permission, type its name in Find a permission… and select it. Some cards and rows show only when your organization has the feature.
- Turn the permission's switch on or off. Robin saves the change at once. For some permissions, you also choose the places, as in Limit a permission to some buildings.
Limit a permission to some buildings
Many permissions have a places button in their row. It shows where the permission applies, such as Everywhere, or Choose places when the permission is off.
- In the permission's row, select the places button.
- Choose where the permission applies: Everywhere, Only in some places, Everywhere except some places or Some places, with exceptions.
- Choose a building. To narrow it, also choose a floor, a space or a desk group.
- Select Save changes. Choosing places turns the permission on.
To take a permission away from a role, turn its switch off.
For example, to let people book desks in all of Boston except the 2nd floor, choose Some places, with exceptions. Add Boston under Allowed in and the 2nd floor under Except in.
Permissions on the Booking and resources card
The Booking and resources card controls who can book, assign and manage spaces, desks and other resources.
Spaces
The space permissions apply only when a person books through Robin: the web dashboard, the mobile app or a calendar add-in.
| Permission | What it allows |
|---|---|
| Space booking | Book spaces in the buildings, floors or spaces you choose. |
| Public space bookings | Makes the person's space bookings public by default. If the building has space booking privacy turned on, the person can still choose a private or public booking. Only the default choice changes. |
| Bypass space booking policies | Book past space booking policies, such as a limit on meeting length, in the buildings you choose. This is useful for office managers and executive assistants who book for other people. It does not let people skip check-in. That is the separate Bypass space check-in permission. |
| Bypass space check-in | Keeps the person's meetings when they do not check in. It applies where abandoned meeting protection is on. It is useful for executives and others whose meetings must stay on the calendar. |
| View all events | See the title, organizer and attendees of every event in the places you choose, except events marked private. It does not show meeting notes. |
| Manage all events | Edit or cancel events in the places you choose, including events the person could not change otherwise. This is useful for people who book for others. |
| Approve space requests | Approve or deny requests for request-only spaces, in the places you choose. See Meeting room approvals. |
| Request workplace services | Request meeting services on events. Every person has this permission by default through the Member role. Without it, the meeting services field does not show when a person creates an event. |
| Manage workplace services | Edit and delete meeting service configurations, in the buildings you choose. |
How Bypass space check-in works
When Abandoned Meeting Protection is on, Robin removes every meeting that no one checks in to. Robin confirms the non-recurring meetings organized by people with Bypass space check-in, and does not cancel them. Bypass space check-in does not apply to recurring meetings.
How View all events works
Without this permission, a person sees the details only of events they are invited to. For other events, they see only that the space is booked for that time. With it, they see the title, organizer and attendees of all events except private events. Admins see all details of all events, including meeting notes. Members see meeting notes only for events they are invited to.
How Manage all events works
Without this permission, members can manage only the events they created. With it, they can manage all events in the places you choose. Admins can manage all events by default. Some event changes also need permissions in Google, Microsoft 365 or Exchange.
Desks
The desk permissions control who can book and assign desks, and who can manage desks for other people.
| Permission | What it allows |
|---|---|
| Desk booking | Book hot and hotel desks for themselves, in the buildings, floors or spaces you choose. |
| Public desk bookings | Makes the person's desk bookings public by default. If the building has desk booking privacy turned on, the person can still choose a private or public booking. Only the default choice changes. |
| Assign desks | Claim a permanent desk assignment for themselves, in the places you choose. A custom admin role that manages assigned desks in some offices needs this permission for those buildings. |
| Delegate desks | Assign, book, check in to and manage desks for other people. A custom admin role that manages assigned desks needs this permission. |
| Bypass desk booking policies | Book past desk booking policies, in the places you choose. |
Parking spots, lockers and other resources
Each resource type in your organization, such as parking spots or lockers, has its own section under Custom resources on the Booking and resources card. Each section has the same 5 permissions:
- Booking: book the resource.
- Assign: assign the resource to a person.
- Delegation: book or assign the resource for other people. It works together with Booking or Assign.
- Bypass policies: book past the policies set on the resource.
- Skip check-in: skip check-in for the resource.
Permissions on the Workplace operations card
The Workplace operations card holds the admin permissions for your offices.
| Permission | What it allows |
|---|---|
| Manage amenities | Edit the room and desk amenities of your organization. |
| Manage work policies | Create and edit hybrid work policies for your company. |
| Manage badge integrations | Create and edit badge integrations, and upload badge data by hand. |
| Manage offices and maps | Create, update and delete buildings, spaces, desks, amenities and other office settings, in the buildings you choose. For example, Tom can manage the Boston office but not the London office. |
| Manage scenario planning | Create and edit scenario planning drafts in the buildings you choose. |
| Create custom resources | Create custom resources. |
| View office access and Manage office access | Opens the Daily Roster under Manage. View office access gives a read-only view of the Daily Roster. Manage office access also lets people export it. |
| View devices | View the Devices page, in the buildings you choose. |
| Manage devices | Add, edit and delete devices and their settings, in the buildings you choose. |
| Manage announcements | Create, update and archive announcements, in the buildings you choose. |
| Create activities | Create activities, and edit or cancel the activities the person created, in the buildings you choose. Every person has this permission by default through the Member role. After you change it, it can take 5 to 10 minutes for the button to create an activity to show or hide. |
| Manage activities | Edit or cancel activities created by anyone, in the buildings you choose. Admins and owners have this permission by default. |
A person who is not an admin but has an admin permission, such as View office access or Manage offices and maps, sees Manage in the navigation. On the Manage pages, they see only the features their permissions allow.
Permissions on the People card
The People card controls who can see and edit the people in your organization, and who can manage groups. The View users, Manage users and Access workweek permissions do not show on the Admin and Owner roles, which always have them.
| Permission | What it allows |
|---|---|
| View users and Manage users | View users shows all members of your organization on the "Who's in" list and on the People page of the web dashboard. People need it to see others' office plans on the "Who's in" list and to use Favorites. Manage users lets them edit all members on the Users page. |
| Access workweek | Use the Workweek page on the Schedule tab. Without it, people cannot see activities or other people's office plans. They still see the Schedule tab, which opens on the My meetings page. |
| Manage groups | Create, edit and delete groups and their members on the Groups page, including private groups. |
Permissions on the Visitors and deliveries card
The Visitors and deliveries card controls who can see and manage guest visits and deliveries.
| Permission | What it allows |
|---|---|
| Manage visitor settings | View visits, pre-register guests, and manage documents and custom visit types. |
| View own visits | View visits where the person is the host, in the buildings you choose. |
| Manage own visits | Create, update and delete visits where the person is the host, in the buildings you choose. |
| View all visits | View all visits, in the buildings you choose. |
| Manage all visits | Create, update and delete all visits, in the buildings you choose. |
| View deliveries | View deliveries, in the buildings you choose. |
| Manage deliveries | Create, update and delete deliveries, in the buildings you choose. |
Permissions on the Analytics and Account cards
The Analytics card controls access to analytics. The Account card controls access to billing and AI assistants.
| Permission | What it allows |
|---|---|
| View analytics and Manage analytics | View analytics lets people view your organization's analytics. Manage analytics lets people create, edit and manage custom dashboards, if your plan includes them. By default, only admins and owners can view analytics. The Member role cannot. Turn off View analytics to hide analytics from some admins, or turn it on to give access to other roles. |
| View billing and Manage billing | View billing shows the Billing page (Manage > Billing). Manage billing lets people change every field on it. You cannot give edit access to single fields, such as the credit card but not the plan. |
| AI assistants | Connect AI assistants to Robin. The Member role has this permission by default. It does not show on the Admin and Owner roles, which always have it. |
When you turn on Manage billing, Manage analytics, Manage users or Manage office access, Robin also turns on its "View" permission. The "View" permission stays on while the "Manage" permission is on.
Examples of roles and permissions
These examples show common setups. By default, the Member role lets everyone book everything. If everyone can book everything, change nothing.
Alice can book only on the 6th floor of Building A
- Edit the Member role and remove its permission to book all spaces.
- Create a role that can book anything on the 6th floor.
- Give the role to a group.
- Add Alice to the group.
Marketing can book the 6th floor except 2 rooms
In this example, people in the Marketing group can book anything on the 6th floor except the Council Chamber and Knight Conference rooms.
- Edit the Member role and remove its permission to book all spaces.
- Create a role that can book anything on the 6th floor.
- In the same role, set the Space booking places to Some places, with exceptions. Add the 6th floor under Allowed in, and the Council Chamber and Knight Conference rooms under Except in.
Reset a default role
Reset a default role to give it back its original permissions. You can reset the Member, Admin and Owner roles, but not custom roles. You can reset a role only if your plan includes custom roles.
- Go to Manage > Roles.
- Select the default role.
- At the bottom of the page, under Danger Zone, select Reset role.
- Select Yes, reset.