Add permissions to a role

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 a Permission profiles section with an Anonymity 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 can open the Roles page.

1. Go to Manage > Roles.
2. Select the name of the role.
3. Under Permissions, select a tab: General, Resources, People, Features, Visitors or Deliveries. Some tabs and rows show only when your organization has the feature.
4. Change a permission. For some permissions, you select View, Edit or Allow. For others, you choose the buildings, as in the next section.

Limit a permission to some buildings

Many permissions have 2 lists: a "Can" list, such as Can book spaces in:, and a "Can't" list, such as Can't book spaces in:. The "Can" list says where the permission applies. The "Can't" list removes places inside those buildings, such as one floor.

1. Under the list, select Specify buildings, or Edit if the list has buildings.
2. Choose a building. To narrow it, also choose a floor, a space or a desk group.
3. Select Add.
4. Select Save.

To take a permission away from a role, remove every building from its "Can" list.

For example, to let people book desks in all of Boston except the 2nd floor, add Boston to the "Can" list and the 2nd floor to the "Can't" list:

Permissions on the General tab

The General tab holds the admin permissions.

Permission	What it allows
Billing	View shows the Billing page (Manage > Billing). Edit lets people change every field on it. You cannot give edit access to single fields, such as the credit card but not the plan.
Access	Opens the Daily Roster and the Access page under Manage. View gives a read-only view of office passes and the Daily Roster. Edit lets people create, change and manage office passes, and export the Daily Roster.
Groups	Create, edit and delete groups and their members on the Groups page, including private groups.
Amenities	Edit the room and desk amenities of your organization.
Hybrid work policies	Create and edit hybrid work policies for your company.
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 plans	Use scenario planning in the buildings you choose. People also need the desk Assign and Delegation permissions on each floor.
Create custom resources	Create custom resources.
View health checkpoints	View health checkpoint surveys, in the buildings you choose.
Manage health checkpoints	Create, update, export and delete health checkpoint surveys, in the buildings you choose.
Announcements	Create, update and archive announcements, in the buildings you choose.
Activity creation	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.
Activity management	Edit or cancel activities created by anyone, in the buildings you choose. Admins and owners have this permission by default.
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.

A person who is not an admin but has an admin permission, such as 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 Resources tab

The Resources tab 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 Skip check-in permission.
Skip 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 event details	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 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/deny requests	Approve or deny requests for request-only spaces, in the places you choose. See Meeting room approvals.
Manage meeting services	Edit and delete meeting service configurations, in the buildings you choose.

How Skip 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 Skip check-in, and does not cancel them. Skip check-in does not apply to recurring meetings.

How View event details 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 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	Take an assigned desk, in the places you choose. A custom admin role that manages assigned desks in some offices needs this permission for those buildings.
Delegation	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.
Bypass health checkpoint surveys	Skip the health checkpoint survey.

Parking spots, lockers and other resources

Each resource type in your organization, such as parking spots or lockers, has its own section on the Resources tab. 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 with Booking and Assign.
• Bypass policies: book past the policies set on the resource.
• Skip check-in: skip check-in for the resource.

Permissions on the People tab

The People tab controls who can see and edit the people in your organization. It does not show on the Admin and Owner roles, which always have these permissions.

Permission	What it allows
People	View shows all members of your organization on the "Who's in" list and on the People tab of the web dashboard. People need it to see others' office plans on the "Who's in" list and to use Favorites. Edit lets them edit all members on the People page.
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.

Permissions on the Features tab

The Features tab controls access to analytics and meeting services.

Permission	What it allows
Analytics	View your organization's analytics. If your plan includes custom dashboards, a second check box lets people create, edit and manage them. By default, only admins and owners can view analytics. The Member role cannot. Clear the check box to hide analytics from some admins, or select it to give access to other roles.
Meeting 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.

Permissions on the Visitors tab

The Visitors tab controls who can see and manage guest visits.

Permission	What it allows
Manage visits	View visits, pre-register guests, and manage documents and custom visit types.
View hosted visits	View visits where the person is the host, in the buildings you choose.
Manage hosted 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.

Permissions on the Deliveries tab

The Deliveries tab controls who can see and manage deliveries.

Permission	What it allows
View deliveries	View deliveries, in the buildings you choose.
Manage deliveries	Create, update and delete deliveries, in the buildings you choose.

Examples of roles and permissions

These examples show common setups. By default, the Member role lets everyone book everything.

Everyone can book everything

Change nothing. The Member role allows this by default.

Alice can book only on the 6th floor of Building A

1. Edit the Member role and remove its permission to book all spaces.
2. Create a role that can book anything on the 6th floor.
3. Give the role to a group, and 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.

1. Edit the Member role and remove its permission to book all spaces.
2. Create a role that can book anything on the 6th floor.
3. In the same role, add the Council Chamber and Knight Conference rooms to the "Can't" list.

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.

1. Go to Manage > Roles and select the default role.
2. At the bottom of the page, select Reset role.
3. Select Yes, Reset role.