— Users & Roles

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About Roles

Roles manage security-based Privileges behind the scenes. Once configured, they require very little maintenance, and very few Admins will need to interact with them.

Most venues only need a few basic Roles — such as a powerful Admin and a limited Staff Role (which primarily enables Chat). And, you can also Invite a User without assigning a Role; in which case, they’ll automatically inherit a secure "default" Role.

Key essentials:

• Background Security → Roles automatically grant necessary Permissions to every member of the Organization
• Specialized Access → Some venues may require an added SMS Role for communication management
• Audit → Visit the Users page to see assigned Roles at a glance, as seen below

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Invite New Users

Invitations expire in 30 days

• If they are not accepted, Pending Invitations will be removed from your list after 30 days
• You can re-invite a User if their invitation expires
• To remove a new invitee before the 30 days are up, see Delete Users & Invitations
• Note: For convenience, you may also assign Pending Users to their Groups, so they are ready to jump right in

To Invite a new User:

1. Choose Users

2. Click + Invite User

   

3. In the Invite User box →

   • A. Enter the new User's Email address → ex. tengo.scrappy.team@gmail.com
   • B. Provide a Display Name → ex. Tengo
   • C. Optional: Check a Role if you wish to assign one → ex. Staff
   • D. Add a Group → ex. Guest Services
     • You can add a Group now, or later
   • E. Leave Send notification email checked to send an email invite → or Uncheck to avoid sending
   • F. Click Invite User

   

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Invite a User Without a Role

You may wish to Share a Resource (Chat, Dashboard & Form) without giving a User a Role assignment.

Why?

• Perhaps you haven't created a Role that fits the job they will be doing
• They are a unique, one-off User, such as a Consultant
• A User is a seasonal worker with a narrowly defined task
• You are unsure what Group they will eventually join

To add a User without a Role assignment:

1. Fill out the Email and Display Name normally

2. Skip the Roles section → and click Invite User

   

3. Use Resource Sharing to provide access to Chats, Forms, and Dashboards

The downside of not assigning Roles

• Roles can immediately populate a User's SwitchBase account with relevant Dashboards, Chats, and Forms
• Any user without a Role will experience a blank workspace, until you specifically assign them their unique set of Resources

• Visit How to Share Resources to see how to provide access to Chats, Forms, and Dashboards
• Remember, you can always assign a Role later. See Update Users & Roles

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Search by Name or Role

Find Users instantly by searching their names or filtering by assigned Roles.

To Search for a User:

1. Open the Users page

2. Click in the Search box → and start typing a name.

   • A few characters will do the trick → ex. Del for Delta Faucet

To Filter by a Role:

1. Select the Role you wish to isolate → ex. Hospitality Supervisor

2. Pick x Clear Filters to start over

   

Filtering by a Role is a great way to . . .

• See Permissions at a glance → Discover if Users have the required permissions to do their jobs
• Audit Permissions → Determine if a User's permissions are still necessary, or if some Roles need to be removed

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Update a Role

To update a User's Role definition:

1. Click Users

2. Select a User's name → ex. Delta

   

3. Check or uncheck Roles from the drop-down list → ex. Director, Team Member, etc.

   • Click to add new Roles
   • Remove a Role by unchecking it
   • Users can have multiple roles

   

4. Press Save Changes

   

5. Return to the Users page and double-check the results, looking for any missing Roles

   • Remember, Delta can only Share Resources with Users belonging to the specific Roles marked below

   

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Update a Name

To update a User's name:

1. Open the Users page

2. Select a User name → ex. Delta

   

3. Update the name in the Display Name box → ex. Delta Faucet

4. Press Save Changes

   

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Update an Email Address

You can't update Email Addresses because they are used to create a User's account.

Here's a workaround:

1. Delete the User
2. Invite the User again with their new email address
3. Remind the User to Re-register and Accept their new invitation

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Delete Users & Invitations

To remove a User or an Invitation:

1. Open the Users page

2. Select any User or Pending Invitation

   

3. Select Remove User → or Delete Invitation

   

4. Confirm your action → by clicking Remove User or Delete

   

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Create a new Role

To create a new Role:

1. Click Roles

2. Click + Create Role to create a new role

   

3. Name the Role → ex. Access Manager — Hospitality

User Settings

4. Switch on all three User Settings → ex. Chats, Dashboards, Forms

   

Admin Settings

5. For User Management, switch on every option but Delete → ex. View, Create, and Update

6. Under Role Management, switch on every option but Delete → ex. View, Create, and Update

7. In the Organization Resource Management section, switch on every option but Delete → ex. View and Manage Access

   

8. Click ✓ Save Changes

about the switches

• If you click the end Switch, they will all turn on!

  

• Why? Switches are placed in a progression . . .

  • If you can Delete, you can Update
  • If you can Update, you can also Create
  • If you can Create, you can certainly View
  • If you can't View, you have been denied Resource Permissions

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Limiting Authority with Assignable Roles

Using Assignable Roles, you can precisely limit the access privileges that authorized Roles can share with their group members.

• In this example, a Hospitality Manager's authority is limited to Hospitality Team Members, and Viewers in the Venue Management group.

  

• Just remember to Save!

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— Org Resource Sharing & Management

Learn all about managing your Organizations Users, Roles, and Resources in our Org Resource Sharing article.

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