In OfficeRnD Flex, you can go beyond the default admin roles and build your own permission sets tailored to your team's responsibilities. Custom roles help you grant limited or specialized access to different parts of the Admin Portal. You can fine-tune access by selecting which hubs, modules, and actions are available for each custom role.

This article explains how to create and manage custom roles, how they inherit permissions, how imports work, and how to control visibility and access for hubs and modules.

Learn more about the default admin user roles and their permissions →

Create custom roles and permissions

OfficeRnD Flex allows you to create custom admin roles with permissions that match your team's needs. You can assign access to specific hubs, modules, and actions, and even hide entire hubs and modules when needed.

Note: If an entity is set to "None," users with that role can still view the hub or module but not take action. To hide a hub or module entirely, set its access to "No Access."

Role permissions

When creating a custom role, you can define which actions the admin can take for each module and entity. You can grant or remove each permission individually to determine each admin's level of control.

These permissions are grouped by category:

Hub	Module / Entity	Permissions	Manager	Owner
Operations	Check-ins	Create, Edit	YES	YES
Operations	One-off Fees	Create, Edit, Delete, Export	YES	YES
Operations	One-off Fees	Approve, Import	NO	YES
Operations	Company	Create, Edit, Delete, Export	YES	YES
Operations	Company	Merge, Import	NO	YES
Operations	Members	Create, Edit, Delete, Export	YES	YES
Operations	Members	Merge, Import	NO	YES
Operations	Attachments	Create, Edit, Delete	YES	YES
Operations	Contracts	Create, Edit, Send For eSign, Mark As Signed, Serve Notice, Terminate, Generate PDF, Preview PDF, Export	YES	YES
Operations	Contracts	Add & Approve	NO	YES
Operations	Memberships	Create, Edit, Delete, Assign	YES	YES
Operations	Memberships	Approve	YES	YES
Operations	Memberships	Lock, Import	NO	YES
Operations	Opportunities	Create, Edit, Delete, Export	YES	YES
Operations	Day Passes	Create, Edit, Delete	YES	YES
Operations	Credits	Create, Edit, Delete	YES	YES
Operations	Payment Details	Create, Delete	YES	YES
Operations	Orders	Create, Change Status, Generate PDF, Export	YES	YES
Experience	Events	Create, Edit, Delete	YES	YES
Experience	Messages	Create, Edit, Delete	YES	YES
Experience	Issues	Edit, Delete	YES	YES
Experience	Posts	Create, Edit, Delete	YES	YES
Experience	Email announcements	Create, Edit, Delete	YES	YES
Experience	Contacts	Export	YES	YES
Experience	Benefits	Create, Edit, Delete	YES	YES
Experience	Articles	Create, Edit, Delete	YES	YES
Billing	Invoices	Create, Edit, Delete, Sync, Export, Void, Send	YES	YES
Billing	Receipts	Generate, Send, Delete	YES	YES
Billing	Invoice Line Items	Edit	YES	YES
Billing	Plans	Create, Edit, Delete, Merge, Export	YES	YES
Billing	Goods	Create, Edit, Delete, Export	YES	YES
Billing	Stores	Create, Edit, Delete	YES	YES
Billing	Rates	Create, Edit, Delete, Export	YES	YES
Billing	Amenities	Create, Edit, Delete	YES	YES
Billing	Discounts	Create, Edit, Delete	YES	YES
Space	Resources	Create, Edit	YES	YES
Space	Resources	Delete, Import	NO	YES
Space	Locations	Create, Edit	YES	YES
Space	Locations	Delete	NO	YES
Space	Floors	Create, Edit, Clone	YES	YES
Space	Floors	Delete	NO	YES
Calendar	Booking	Create, Edit, Delete, Cancel	YES	YES
Settings	All settings	Create, Edit, Delete	NO	NO

Customer visibility requires 'Operations' access

Company and Member records belong to the Operations hub. Creating a booking or generating an invoice requires selecting a Company or Member as the customer, but Calendar and Billing access only control whether an admin can perform those actions, not whether they can see the customer list.

Important: A role with Calendar or Billing access but no Operations access to Company or Members sees an empty customer dropdown when creating a booking or generating an invoice. This is expected, not a bug: customer visibility depends on Operations access, regardless of Calendar or Billing permissions.

To give an admin access to select a customer when creating a booking or generating an invoice, the required permissions are:

To do this	You need
Create or manage bookings	Calendar access with Create and Edit permissions
Create or manage invoices	Billing access with Create and Edit permissions
See and select a Company or Member as the customer	Operations access, Viewer permission

In short, you must grant the admin role "Viewer" access to Operations:

Additional information

Each custom role is defined by two main elements:

The Hubs and Modules that the admin can access.
The level of access granted for each hub (based on Viewer, Manager, or Owner role templates).

When you create a new custom role based on an existing default role (Viewer, Manager, or Owner), the permissions match those defaults unless you change them.

The Viewer can see all hubs and modules, excluding the Settings, but can't make any changes.
The Dashboard, Analytics, and Settings modules always default to "Viewer" access.
Only the Owner role can edit the Settings module.

If a role is tied to a default role in a hub or a module, it will update automatically when OfficeRnD changes the default permissions. If not, the permissions will remain static until updated manually.

Permissions to import data

OfficeRnD Flex supports separate import permissions for specific entities. You can add these to custom roles that need access to the import functionality.

Admins with the relevant import permissions will see the Import button on the pages within the Operations Hub and the Space Hub.

The following entities support import permissions:

Fees
Companies
Members
Memberships
Resources

Notes:

A custom admin role with "Viewer" access to Settings will still see import tabs, but they can only use the Upload CSV function and view import history for entities they have permission to import.
Custom roles based on the Owner role include import permissions by default.
Custom roles based on the Manager role do not include import permissions and must be configured manually.

FAQ: Custom admin roles and permissions

What are custom admin roles in OfficeRnD Flex?

Custom admin roles allow you to define specific permissions for your admins. You can choose which hubs and modules they can access and what actions they can take in each one.

How can I hide a hub or a module from a role?

To completely hide a hub or a module from an admin, set the hub or module access to "No access". Setting individual entities to "None" will still allow the admin to view the section.

What happens if I assign "None" to an entity in a hub or a module?

The admin can view the entity but cannot create, edit, or delete it.

Why is the customer dropdown empty when I create a booking or generate an invoice?

The customer dropdown appears empty because your role has Calendar or Billing access but no Operations permission, and customer information belongs to Operations. Creating a booking or generating an invoice requires you to select a Company or Member as the customer, and OfficeRnD checks Operations permissions before it shows you that list. Calendar and Billing access let you perform the action itself, but neither one grants visibility into companies or members on its own.

The required permissions are:

To do this	You need
Create or manage bookings	Calendar access
Create or manage invoices	Billing access
See and select a Company or Member as the customer	Operations access, Viewer permission

Can I base a custom role on default roles like Viewer, Manager, or Owner?

Yes. Custom roles can inherit permissions from these default roles. If tied to a default role, the permissions will update automatically when OfficeRnD updates the defaults.

Do Viewer roles have full visibility on the Admin Portal?

Viewer roles can access all hubs and modules except Settings and view information without making changes.

Can Viewer roles see import options?

Yes, but they can only use the import tools for the entities for which they have been granted permissions.

Do I need to manually configure permissions for Manager-based roles?

Yes. If you create a custom role based on the Manager role, import permissions are not included by default and must be added manually.

For which entities can I manage import permissions?

You can assign import permissions for: Fees, Companies, Members, Memberships, and Resources.

Can access to hubs be customized using roles?

You can customize access to the following hubs: Operations Hub, Experience Hub, Billing, Space, Calendar, and Settings.

Can custom roles be updated automatically when OfficeRnD updates default permissions?

Yes, but only if the role is based on one of the default role templates. If the role has been customized outside the default structure, you must update it manually.