About admin roles


How to set up admin roles

About admin roles

Envoy Visitors helps you collect sensitive visitor information, role-based administration allows you to provide the right Envoy access to specified team members. You can create your desired team structure to provide access to both onsite and remote team members. This article outlines the details of each available role and its permissions.

How admin roles work

Role-based administration allows you to provide the right Envoy access to specified team members. Anyone with an employee record can be assigned an Envoy admin role.

Envoy’s admin roles fall into two categories: global permissions and location-based permissions.

  • Administrators with global permissions have access to information and/or settings that affect all of your locations.

  • Administrators with location-based roles have access to information and/or settings for specified location(s).

Anyone with an employee record can access their personal dashboard. When they are assigned an admin role, they’ll still log in to the same dashboard, but they’ll have additional permissions depending on their assigned role.

Benefits of using admin roles

  • Protect your data and settings by granting access to the right employees.

  • Create a flexible team structure to meet your business needs.

Admin roles & permissions

Global admin role

  • Full access to visitor entries and invites at all locations

  • Full access to all settings at all locations

  • Full access to device management at all locations

  • Full access to employee records at all locations

  • Full access to assign any admin roles, at any location

  • Full access to billing details (e.g. change credit card, change plan subscription)

  • Full access to Deliveries and delivery area settings at all locations

  • Manage desks & maps

  • View all reservations

  • Manage employee reservations

  • Full access to Rooms and room settings

  • Sync company calendar

  • Manage Rooms settings

  • Receive downtime alerts for rooms

  • Learn more about Global admin level access

Billing admin role

  • Full access to billing details (e.g. change credit card, change plan subscription)

  • Learn more about Billing admin level access

Location admin role

  • Full access to visitor entries and invites at assigned location(s)

  • Full access to all settings at assigned location(s)

  • Full access to device management at assigned location(s)

  • Full access to employee records at assigned location(s)

  • Access to assign location-based roles at assigned location(s) (i.e., cannot assign global roles)

  • Full access to deliveries and delivery area settings at assigned location(s)

  • Partial access to location based Protect settings

  • Manage desks & maps

  • View all reservations

  • Manage employee reservations

  • Receive downtime alerts for rooms

  • Learn more about Location admin level access

Front desk admin role

  • Access to visitor entries and invites at assigned location(s). Front Desk Admins can read/edit all visitor entries at their location, but they cannot delete entries

  • Read access to device management at assigned location(s)

  • Read access to employee records at assigned location(s)

  • Read access to admin roles at assigned location(s)

  • Access to deliveries as assigned location(s)

  • Manage desks & maps

  • View all reservations

  • Manage employee reservations

  • Learn more about Front desk admin level access

Security admin role

  • Read access to a special security dashboard that shows the day’s invited visitors

  • Learn more about Security admin level access

Deliveries admin role

  • Access to scan deliveries at assigned location(s)

  • Learn more about Deliveries admin level access


How to set up admin roles

This article outlines how to configure your administrator team using Envoy’s admin roles. To get started with admin roles, your directory will need to be configured. To learn more about the Envoy directory, please read our About the directory article; to learn more about specific roles and their permissions, please read our About admin roles article.

Tip: You'll add and delete admin roles manually, even if you're using a directory integration to sync your Envoy directory.

Assigning an admin role

  1. Go to Employee directory > Admin roles.

  2. Click “New admin”.

  3. Type the name of the employee you’d like to assign to a role.

    1. Remember, the person has to have an employee record before assigning them to an admin role.

  4. Select their location from the dropdown.

    1. You have the option to assign this role across multiple locations. Once you select the role you will check off any location you want them to have that role at.

    2. If you have set up groups you can also assign the admin role for that person for the group of locations.

  5. Select their role.

  6. Click “Invite.”

The employee you’ve assigned will receive an email from Envoy. This email will prompt them to accept their new admin role. Once they click “Accept” in the email, they’ll be granted new permissions on their dashboard.

Deleting an admin role

  1. Go to Employee directory > Admin roles.

  2. Locate the admin you’d like to remove, and click “Edit.”

  3. Click the X beside each role you’d like to remove.

Tip: If you need to remove all of their permissions, you'll need to click the X beside to each role.

Changing an admin’s permissions

You can change an admin’s permissions by clicking “Edit” on their admin role card.

You will choose a new role, and then select the applicable location(s).

Notes:

  • An admin can only have one location based role per location. You cannot be a location admin + front desk admin at the same location. If you need to give different permissions for a specific location, delete the original role for that location and then add a new role.

  • A location admin can give location based roles for the location they are an admin for.

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