User roles
Each user in the system is assigned one or more roles that determine their access rights and permissions. These roles define what actions the user can perform, what data they can view or modify, and which system features they can access.
You can assign predefined roles that come with a standard set of permissions, or you can create custom roles tailored to your organization’s specific needs. Custom roles allow you to design a flexible permission structure by selecting and combining precise access rights, ensuring that users have only the level of access required to perform their responsibilities.
System user roles
There are three predefined system roles that are always available:
User
A User can access the system to create and manage reservations for personal use.
Booking Manager
A Booking Manager has all the permissions of a User and, in addition, can manage bookings for others, including editing and deleting reservations.
The assigned insight level determines how much booking detail is visible. For more information, please refer to the General Settings article.
Administrator
An Administrator has full access to the entire system, including all modules, user management, and system settings. This role has the highest level of permissions and unrestricted access to configuration and administrative functions.
These roles can be manually applied within Settings > Users > Roles or synchronized via Active Directory. For more information view the Azure AD / Active Directory synchronization article or Step 5 in SCIM User Provisioning (EntraID/AzureAD) – GoBright Help Center article.
Custom User Roles
In addition to the default roles, you can create custom roles by navigating to Settings > Users > Roles.
For each custom role, you can define a tailored set of permissions to match specific responsibilities within your organization. This allows you to precisely control what users can view, create, edit, or delete across different modules and features of the system.
Per custom user role, you can configure the following permissions:
Bookings
- Bookings
- Not allowed:
Not allowed to make or manage bookings. - Allowed to make bookings:
Can make and manage personal bookings but not for other users. - Allow the make and manage bookings:
Allowed to make and manage bookings for themselves and for other users.
- Not allowed:
- Booking permissions:
- Allowed for all locations/rooms/desks
- Only allowed for specific locations/rooms/desks
- Bookings permissions: Including locations
The selected locations are visible to book - Bookings permissions: Excluding locations
The selected locations are not visible to book - Bookings permissions: Including spaces
The selected rooms/desks are visible to book - Bookings permissions: Excluding spaces
The selected rooms/desks are not visible to book
- Bookings permissions: Including locations
- Allow access to Week planner
When enabled the user can use the Week planner feature
Keep in mind that the permissions work in a hierarchy. So, when the parent is excluded/included, all the elements below are also excluded/included.
If you exclude any specific location or space, you should also include the location/space where the user with this role is allowed to make booking.
Rooms
- Allow to book outside opening hours
The opening hours of a room are set within the assigned room profile. - Limit in advance booking period
- Allowed to book … days in advance
The number of days they may book in advance - Allowed to book … days in advance: Skip weekends
When enabled and ‘Allowed to book … days in advance’ is set to 1 or 2 days, you can choose to ‘Skip weekends’ to be able to book a room the days in advance accordingly. This also applies for single bookings. - Allowed to book … days in advance: Start time
Dictates the time at which the last day of the advanced booking window can be booked.
E.g. today is Monday. When ‘allowed to book … days in advance’ is set to two and ‘Allowed to book … days in advance: Start time’ is set to 10:00, the user can now book for Monday and Tuesday, but not yet for Wednesday. Booking for Wednesday becomes available the day before at 10:00. So, on Tuesday at 10:00.
- Allowed to book … days in advance
- Limit duration of bookings
Limit the duration of a single booking. - Limit on which days of the week bookings can be made
When enabled, bookings can be made only on the selected day(s).
Desks
- Allow recurring bookings
Allow recurring desk bookings for all or specific locations/spaces. - Allow to book outside opening hours
The opening hours of a room are set within the assigned desk profile. - Limit in advance booking period
- Allowed to book … days in advance
The number of days they may book in advance - Allowed to book … days in advance: Skip weekends
When enabled and ‘Allowed to book … days in advance’ is set to 1 or 2 days, you can choose to ‘Skip weekends’ to be able to book a desk the days in advance accordingly. This also applies for single bookings. - Allowed to book … days in advance: Start time
Dictates the time at which the last day of the advanced booking window can be booked.
E.g. today is Monday. When ‘allowed to book … days in advance’ is set to two and ‘Allowed to book … days in advance: Start time’ is set to 10:00, the user can now book for Monday and Tuesday, but not yet for Wednesday. Booking for Wednesday becomes available the day before at 10:00. So on Tuesday at 10:00.
- Allowed to book … days in advance
- Limit duration of bookings
Limit the duration of a single booking. - Limit on which days of the week bookings can be made
When enabled, bookings can be made only on the selected day(s).
Parking spaces
- Allow recurring bookings
Allow recurring parking space bookings for all or specific locations/spaces. - Allow to book outside opening hours
The opening hours of a parking space are set within the assigned desk profile. - Limit in advance booking period
- Allowed to book … days in advance
The number of days they may book in advance - Allowed to book … days in advance: Skip weekends
When enabled and ‘Allowed to book … days in advance’ is set to 1 or 2 days, you can choose to ‘Skip weekends’ to be able to book a parking space the days in advance accordingly. This also applies for single bookings. - Allowed to book … days in advance: Start time
Dictates the time at which the last day of the advanced booking window can be booked.
E.g. today is Monday. When ‘allowed to book … days in advance’ is set to two and ‘Allowed to book … days in advance: Start time’ is set to 10:00, the user can now book for Monday and Tuesday, but not yet for Wednesday. Booking for Wednesday becomes available the day before at 10:00. So on Tuesday at 10:00.
- Allowed to book … days in advance
- Limit duration of bookings
Limit the duration of a single booking. - Limit on which days of the week bookings can be made
When enabled, bookings can be made only on the selected day(s).
Analytics
- Analytics
- Not allowed
Not allowed to analyze data. - Allowed for all locations/rooms/desks/parking
Allowed to analyze data from all locations/rooms/desks/parking places - Only allowed for specific locations/rooms/desks/parking
- Analytics permissions: Including locations
The selected locations are visible to analyze - Analytics permissions: Excluding locations
The selected locations are not visible to analyze - Analytics permissions: Including spaces
The selected rooms/desks are visible to analyze - Analytics permissions: Excluding spaces
The selected rooms/desks are not visible to analyze
- Analytics permissions: Including locations
- Not allowed
Keep in mind that the permissions work in a hierarchy. So, when the parent is excluded/included, all the elements below are also excluded/included.
If you exclude any specific location or space, you should also include the location/space where the user with this role is allowed to make booking.
Approval
- Booking approvals
- Not allowed
Not allowed to manage booking approvals - Allowed for all locations/rooms
Allowed to manage bookings for all locations/rooms - Only allowed for specific locations/rooms
- Booking approvals permissions: Including locations
Only allowed to manage the selected locations - Booking approvals permissions: Excluding locations
Explicitly not allowed to manage the selected locations - Booking approvals permissions: Including spaces
Only allowed to manage the selected spaces - Booking approvals permissions: Excluding spaces
Explicitly not allowed to manage the selected spaces
- Booking approvals permissions: Including locations
- Not allowed
Keep in mind that the permissions work in a hierarchy. So, when the parent is excluded/included, all the elements below are also excluded/included.
If you exclude any specific location or space, you should also include the location/space where the user with this role is allowed to make booking.
Other booking-related permissions
- Teams management
- View own teams
- Manage own teams
When enabled the user can see and manage their own teams - Manage all teams
When enabled the user can see and manage the teams of every user
- Allowed to make booking on behalf (for rooms)
- Disabled
- Enabled (When this option is enabled, the user can change the organizer of the meeting, while the original creator of the meeting will still remain visible.)
- Allowed to make team bookings and to book on behalf (for desks/parking)
- Disabled
-
Enabled
Note: ‘Booking on behalf of’ feature is valid only for non-integrated desks or parking spaces.
Services
- Services
- Not allowed
Not allowed to manage system settings - Allowed to manage for a single service provide
Allowed to manage only specific services from one provider - Allowed to manage for all service providers
Allowed to manage all services
- Not allowed
Issues
- Issues
- Not allowed
Not allowed to manage system settings - Allowed to manage for a single-issue handler
Allowed to manage only specific issue from one provider - Allowed to manage for all issue handlers
Allowed to manage all issues
- Not allowed
Visit
- Visitors
- Not allowed
Not allowed to manage visitors - Allowed to manage visitors for a single location
Allowed to manage only visitors of a specific location - Allowed to manage visitors for all locations
Allowed to manage all visitors
- Not allowed
System
System
- System settings
- Not allowed
Not allowed to manage system settings - Allowed
Can manage all system settings
- Not allowed
