Roles Definitions in RICOH Spaces | Ricoh Spaces Help Centre

RICOH Spaces allows admins to assign roles to users. The different roles give access to various modules and functionalities within RICOH Spaces. This article will define each role and what they give access to.

To manage and assign roles, please refer to this article.

Note: For Issue Management and Jobs/Service Requests admins will be able to give permissions within the module configuration page. This provides internal and external users access to certain areas related to those modules. Please, head to the configuration article of those modules for more information.

Note: A user may need to log out and back in again after having been assigned a role in order to take effect.

Role types:

Global roles: Those roles provide permissions at an organisational level
Local roles: Those roles are on a location basis.

Role definitions

Global Roles:

Global Admin	Global Insights
Can set Global settings Can access all locations Cannot access the Services and Issues Modules Can access all insight reports Can delegate book desks, parking, lockers and zones Are advanced bookers	Can view all reports and insights

Local Roles:

Location Admin	Location Manager
Can access location/s they have been assigned to Can grant local roles Can manage location settings Can delegate book desks, parking, lockers and zones on behalf of users in their location/s Cannot access the Jobs and Issues Management Modules Can access reports for their location/s Are advanced bookers	Can access location/s they have been assigned to Can grant local roles except for the Location role. Can manage location settings except Privacy Can delegate book desks, parking, lockers and zones on behalf of users in their location/s Cannot access the Jobs and Issues Management Modules Can access reports for their location/s Are advanced bookers
Local Insights
Can view all reports and insights for their location/s Cannot view Organisation level reports
Advanced Booker	Automations Admin
Applies to Desks, Parking, Lockers and zones Allow the user to book as far in advance as they want, ignoring the "Number of days that users can book in the future" in the desks policies section If an advanced booker is booking on behalf of a user, they can book for them as much in advance in the future as they do for themselves When making a recurring booking, the advanced booker can book up to a year in advance When making a normal booking, they can book for as long in advance as they want to	Please note that this role has been descoped
Delegate Booker	Facilities Admin
Can book Desks, Lockers, Parking, Rooms or Zones on behalf of any employees in the organisation for their location/s Can only book on behalf of users up to the desk and parking policy advanced booking limit Can only book spaces that the users have permission to book Can edit all spaces and room bookings on behalf of users including private bookings (that they delegated booked) Can cancel any bookings on behalf of the user ( excluding private room bookings they did not create) For the Hide My Name policy, booking on behalf will still work, the booker will be able to see the name of bookings they have made on behalf of the user.	Can access the Jobs Module Can access the Services settings for their location/s Can manage all requests submitted Can assign permissions to internal and external users Cannot access reports
First Aider & Fire Marshall	Group Admin
Assigned on a per-location basis Can highlight where they are located on the Floorplan so you can find the closest First Aider or Fire Marshall to you	Access to the Groups section Ability to create, edit and delete RICOH Spaces groups Can hide AD groups Can upload and manage AD Groups
HR Admin	Issues Admin
Access to the Employees section Upload Employee .CSV View and Edit Employee Details	Can access the Issue Management settings for their location/s Can access to the Issue Management Module Can manage all issues raised in their location/s Can assign permissions to internal and external users Cannot access reports
Roles Admin	Schedule Admin
Can only grant location roles Can create, edit and delete roles Can add or remove roles from users in their location/s	Can create a room booking on behalf of anyone in the location/s Can click on any meetings but the visibility of meeting information will depend on the policies set The ability to edit and delete room bookings they create on behalf of others will depend on the policies set Cannot access organisation settings Can only view private meetings they created on behalf of someone. Can make a user a host
Screen Admin	Visitor Admin
Access to the Screens area of the location/s they have been assigned to Visitor Displays: they will be able to pair the device but won’t have access to the Label printing or Visitor Screen sub-tabs of the Visitor Management area within your location settings.	Can access to the Visitors Module Can manage all visitors for their location/s Can access the Visitor Management setting area within their location/s

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Phase 3: RICOH Spaces Handover

Getting Started with RICOH Smart Displays

Visitor Creation via RICOH Spaces

Extend Event Visibility - Roles Update: Delegate Booker, Global & Location Admins