4. (Optional) How to Create / Customize a Role in Xenia

John
John
  • Updated

Roles are used to control what actions a User can take or not take in Xenia. Roles are also used to assign work to Users across multiple locations (via Xenia Projects)

You can either use Xenia's pre-built Roles, or create your own customized Roles.

Here's a quick video guide on how to create new Roles in Xenia

Custom Roles Permissions Guide

Workspace Permissions

Create Workspace

  • Allows users to create new workspaces
  • Only functional if Multi-Workspace feature is enabled
  • Typically assigned to Admin/Owner roles

Configure Workspace

  • Provides access to workspace settings (time zone, currency, working hours)
  • Controls advanced location logic settings
  • Enables/disables advanced location features

Manage Billing

  • Grants access to billing page
  • Allows upgrading, downgrading, or canceling subscriptions
  • Controls payment and subscription management

Mobile and Tablet (Kiosk Mode)

  • Controls kiosk mode settings on both web app and mobile devices
  • Allows configuration of PIN settings, selfie mode, and other kiosk features
  • Users can turn kiosk mode on/off on mobile devices if they have this permission

Activity Logs

  • Provides access to the Activity Logs section in Settings
  • Allows viewing of workspace activity history

Configure Single Sign-On

  • Enables access to SSO configuration settings
  • Allows setup and management of single sign-on integration

User Management Permissions

Add or Remove Users

  • Allows inviting new users to the workspace
  • Enables removing users from the workspace
  • Respects location membership (users only see people in their assigned locations)

Manage Teams

  • Hides/shows the entire Teams tab
  • Allows creating, editing, and deleting teams

Manage Admins

  • Controls ability to promote users to Admin role
  • Controls the "All Locations" setting for users
  • Prevents unauthorized admin role assignments

Manage Owners

  • Controls ability to promote users to Owner role
  • Highest level of user management permission

Manage Roles

  • Allows creating and editing custom roles
  • Shows the Roles tab but hides create/edit buttons if disabled
  • Does not hide the Roles tab entirely (users can still view existing roles)

Task Management Permissions

Access Tasks

  • Hides/shows the entire Tasks tab on web and mobile
  • Must be enabled for users to see any task-related features

Task Visibility (Select one):

  • View Your Own Tasks: Users see only tasks created by them or that assigned to them, their teams, or their role at locations they are a member of
  • View Your Own Tasks + Others at Your Location: Users see their tasks plus all tasks at locations they're members of
  • View All Tasks: Users can see all tasks in the workspace regardless of creator, assignee, or location

Manage Tasks

  • Controls ability to create, edit, and delete tasks
  • Controls the "Create Task" button and bulk actions
  • Also controls visibility of Scheduled Work/Projects tab
  • Works in conjunction with task visibility permissions (you can only manage tasks you can see)

Manage Task Categories

  • Hides/shows the entire Task Categories tab
  • Allows creating, editing, and deleting task categories

Task Status Permissions:

  • Change Status of Your Own Tasks: Allows changing status of tasks you created
  • Change Status of Others' Tasks: Allows changing status of any task you can view

Assign to Any User or Location

  • Overrides advanced location logic restrictions
  • Allows assigning tasks to any user or location in the workspace
  • Makes user a member of "All Locations"
  • When disabled, assignment options are limited by location membership and advanced location logic settings

Operations Templates Permissions

Access Operations Templates

  • Hides/shows the entire Operations Templates tab
  • Must be enabled to access any template features

Manage Templates

  • Allows creating, editing, and deleting operations templates
  • Controls access to template configuration settings (flagged items, categories)
  • Overrides individual template admin permissions (even template admins need this permission)
  • Hides the Configuration tab if disabled

Template Submission Visibility (Select one):

  • View Your Own Submissions: Users see only submissions they created
  • View Your Own + Others' Submissions at Your Location: Users see their submissions plus others from locations they're members of
  • View All Submissions: Users can see all submissions for templates they have access to

Work Requests Permissions

Access Work Requests (Controls tab visibility)

  • Hides/shows the entire Work Requests tab
  • Must be enabled to access work request features

Create Work Requests

  • Shows/hides the "Create Work Request" button
  • Allows users to submit new work requests

Work Request Visibility (Select one):

  • View Your Own Work Requests: Users see only requests they submitted
  • View All Work Requests: Users can see all work requests in the workspace

Approve/Decline Work Requests

  • Shows/hides approve/decline buttons
  • Controls who receives notifications when work requests are submitted
  • Essential for work request workflow management

Configure Public Work Request Portal

  • Provides access to public work request portal settings
  • Allows enabling and configuring external request submission

Project Management Permissions

Access Projects

  • Controlled by "Manage Tasks" permission (Projects tab is within Scheduled Work)
  • Individual project access is controlled at the project level via "Project Access" feature

Create Projects

  • Shows/hides the "Create Project" button
  • Requires "Manage Tasks" permission to be enabled (controls tab visibility)

Edit Projects

  • Allows editing project details
  • Only applies to projects the user has access to

Pause/Resume Projects

  • Controls project status toggle functionality
  • Only applies to projects the user has access to

Delete Projects

  • Shows/hides project deletion options
  • Only applies to projects the user has access to

Reporting and Analytics Permissions

Access Reports

  • Will control access to the Reports tab (planned feature)

View Dashboard Templates

  • Shows/hides preset dashboard templates
  • Controls access to built-in reporting dashboards

Manage Custom Dashboards

  • Allows creating, editing, and deleting custom dashboards
  • Shows custom dashboard list but hides create/edit buttons if disabled

Location Management Permissions

Access and Manage Locations

  • Hides/shows the entire Locations tab
  • Allows creating, editing, and deleting locations
  • Should respect location membership (only show authorized locations)

Other Feature Permissions

Assets

  • Hides/shows the entire Assets tab
  • Controls all asset management functionality

Stats

  • Hides/shows the Stats/Analytics features
  • Controls access to performance metrics

Documents

  • Hides/shows the Documents tab
  • Controls document management functionality

Chat

  • Hides/shows the Chat/Communication features
  • Controls access to messaging functionality

Important Notes

Advanced Location Logic Integration

  • The "Assign to Any User or Location" permission overrides Advanced Location Logic settings
  • When this permission is enabled, users can see and assign to all users and locations regardless of membership
  • When disabled, Advanced Location Logic settings control what users and locations are visible

Permission Hierarchy

  • Some permissions work in conjunction (e.g., you need both "Access Tasks" and "Manage Tasks" to fully manage tasks)
  • Template and project permissions have two levels: access control (who can see what) and action control (what they can do)

Location Membership Impact

  • Many permissions respect location membership
  • Users typically only see users, tasks, and data from locations they're members of
  • "All Locations" membership can be controlled by the "Manage Admins" permission
 

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