Roles for your team, jobs for your staff

Roles by area of the admin

The admin is split into areas: calendar, bookings, users, support and messages, rooms and extras, the website, sales and invoices, reports, settings, roles, and the Ruumio plan. A role is a name and a set of these areas. Someone with the role sees only those areas in the menu and on the dashboard, and a page outside them sends them back to the dashboard.

Every studio starts with base roles you can use as they are:

• Administrator: every admin area
• Manager: calendar, bookings, users, support, rooms and reports; no sales, settings or billing
• Reception: calendar, bookings, users and support
• Staff: works the bookings assigned to them, no admin access
• Member: books and manages their own account

Your own roles

Make a role of your own from one of the base roles or from scratch, name it and pick its areas: a bookkeeper who only sees sales and reports, say, or a site editor who only sees the website. A base role you changed can be restored from its template, and a role you delete hands its people over to another role of the same level.

Nobody can give out more than they have. An admin can only assign, edit or view as roles within their own areas, and can't take role management away from their own role. The owner always has every right, including the plan, billing and naming other owners. How many administrators you can have depends on your plan.

See the studio as a role sees it

Before you give someone a role, view the studio as that role: the menu, the dashboard and the pages change to what they would see, with a banner on top to switch roles or go back to your own. Anything you do meanwhile is done for real and in your own name, so it's a way to check, not a sandbox.

Staff who work bookings

Staff are members who also work: a sound engineer, a photographer, a host. They don't get into the admin. Instead they have a My work page with the bookings they are assigned to, upcoming and from the last 30 days, with who booked, the extras and the answers to your booking questions. They get an e-mail when they are assigned to a booking and when one of their bookings is cancelled, and their calendar link carries their jobs.

Assign staff by hand from the booking in the calendar, or link an extra to staff: a booking with that extra goes to the first linked person who is free then, and when all of them are busy the extra can't be booked for that time. Ruumio refuses to put a person on two bookings at once, and a staff member's own outside calendar keeps them off bookings while they are busy there.

Two-factor login and sessions

Anyone can turn on two-factor login in their profile with an authenticator app, and gets recovery codes for the day the phone isn't at hand. The owner can require it from every admin: anyone with admin access but without two-factor login is sent to their profile to turn it on before the admin opens.

Admin sessions are kept short: they end after 2 hours without activity (each admin can choose from 15 minutes to 8 hours) and 12 hours after login. Sensitive actions, such as refunds, payment settings, roles and admin rights, ask for the password again when the last login was a while ago. Everyone sees the devices they are logged in on and can log the others out, and a login from a new device sends an e-mail.

A log of important changes

The activity log records important changes: member roles, removals, refunds, prices, plans and settings, with who made them, when and from where. When an admin is removed or loses admin rights, their API keys are revoked and the studio calendar link is renewed, so access they had doesn't linger.

Questions