Assign roles
A role decides who may manage. It has nothing to do with the contract somebody holds.
A role says who may manage your space. It is independent of whether somebody holds a contract. You assign it in the member record.
Before you start: role and contract are two separate things. Whoever gets a role without a contract sees the management screens but no member screens. See Member and Manage.
There are two roles in the team:
| Role | may | may not |
|---|---|---|
| Front desk | see, create and change bookings and the day's occupancy, also for a member, and check in; see members and applications and accept applications; answer messages and write to everyone; open doors and see who may open which door; guests and day tickets, including their doors for the booked day; the kiosk | billing, month-end, invoices, prices and plans, setup, members' door rights, legal texts, the team and its roles, the audit log, exports with names (member list, bookings as a file, a conversation as PDF) |
| Admin | all of that and everything missing there | only hand over the space |
Somebody who needs no plan joins the team with a team invitation: in the app under Members → Add → Team, on the web under Members → Team. Enter name and email address, choose Front desk or Admin and tap Send invitation by email, or create only code and link and pass them on yourself. Whoever accepts gets the chosen role, without a contract, price list or billing address. An invitation sent by email can only be accepted with that address. Open invitations are listed below and can be withdrawn.
If the person is already in the space, you give or change the role in their record:
- Open the member list and the person.
Member record with the Management section - If they have no role yet, tap Give a team role in the Management section. If they have one, the entry reads Change role.
- Choose Front desk or Admin. The prompt names what each role may do.
In the app you tap the role; on the web you choose it and tap Save.
Choice between front desk and admin - To take it back, tap Remove role. The membership stays, only the team rights go.
- If somebody should leave the space entirely, use Remove from space.
What applies here
- Only admins and the owner give, change and remove roles. The front desk does not see these entries.
- Selfdesk tells the front desk about new messages from members and questions via the space page like an admin, by push and in a collected mail. Switch them off in your own settings under notifications. Mails about billing and the subscription do not go to the front desk.
- What the front desk may not do, it does not see: billing and setup are missing from the menu, export buttons are missing. It sees door access in the record and with the doors, but cannot change it.
- Three things stay with the owner: connecting or disconnecting Stripe, managing the Selfdesk subscription, and changing the bank details on the invoice. An admin sees a note in those places instead of a button and can read the bank details. See Connect Stripe and Maintain your legal details.
- There is exactly one owner per space. That role cannot be revoked, only transferred. See The owner role cannot be changed.
- You do not change or remove your own role. Somebody else with the admin role has to do it.
- A role change takes effect at once. No new sign-in is needed.
- The role does not decide door access. An admin grants that per member and per door. See Add doors and set access.
- Remove a member from the space and their door log rows are deleted.
- A platform admin is something else. That is a role at Selfdesk itself, not a role in your space, and it cannot be handed out.
When it does not work