As your team grows and you manage more than 10 users, assigning individual permissions can often become time-consuming. This is where our Role Management supports you: instead of adjusting each user individually, you simply create templates—so-called roles (e.g., Accounting or IT)—and assign them to multiple users. This ensures a consistent structure and saves you valuable time when setting up new seventhings accounts.
Note: Role Management is included from the Smart Asset Provider license tier upwards. In lower license tiers, you can easily purchase this function as an add-on. Feel free to contact us if you are interested!
Enable the feature Role Management
To enable this feature, click on Settings in the menu bar and then select System. Here, you will find the toggle switch to activate role management.
Turn the switch on and confirm your changes by clicking Save.
Configure user roles
In the role overview, you will find five predefined roles to help you get started:
IT: Focuses on editing assets, maintaining an overview of rooms and locations, and evaluating asset data.
Controller: Can add and monitor asset data, change room data, and download exports and reports.
Instance-Admin: Has full permissions across all functions.
Default-User: Can perform all operational activities within seventhings but cannot change system settings, users, or reports.
Facility Manager: Can add and monitor asset data as well as import and export rooms and locations.
A small tick (1) next to a role indicates which one is currently set as the ‘default user role’. This means that every new user you create is automatically assigned this role.
If necessary, you can use the person icon (2) to define a different role as the default.
Of course, you can make changes to the permissions for individual roles at any time. To do this, click on the pencil icon (3) to the left of the desired role. We explain exactly how to configure the role in this article: How do I assign individual permissions to users?
If you want to customise the detailed view of the inventories for each role, click on the small square (4) to the left of the role title and read our Help Centre article "How can I configure who sees which asset fields?".
Please note: The two roles Instance-Admin and Default-User are system-relevant; therefore, their permissions can neither be modified nor deleted.
If you want to create new roles, simply click Add, assign a name, and activate the desired permissions. We explain how to do this in the second half of this article. Then, click Save.
Assign different roles to your users
You can now assign the roles in the user overview. To do this, click on Team and Users in the menu bar. Then click on the key icon to the left of the user you want to assign the role to.
Now select the desired role from the dropdown field on the right side. Once you click Save, the changes are active immediately.
