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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