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Summary

Access to the RAY admin portal is controlled by roles. A role has a Type (Admin, Operator or Security), a Location (Global, or one specific location) and a list of Features. A user can hold several roles. A menu entry is shown only when one of the user’s roles has the right type and includes the right feature. Roles are created and assigned under Administration → Roles & Permissions.

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Role types in the RAY admin portal

The exact screens per role type and feature are listed in the Portal map. Users who only use the RAY mobile app have no portal role. When they sign in to the portal they see “Looks like you don’t have any features enabled yet. Reach out to your administrator to get started.”

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Features and access in the RAY admin portal

A feature is a product module, such as bookings, visitor management or invoices. A role grants the features ticked in its Features tab. The same feature opens different screens depending on the role type. For example, the bookings feature:
  • on an Admin role shows Booking Records, Spaces and Booking Setup;
  • on an Operator role shows Booking Records only;
  • on a Security role shows Booking Security.
Service forms, lists and shops each have their own feature, so a role can give access to one form or one shop without giving access to the others. The feature names shown in the Features tab depend on the organization’s setup, and some can be renamed in Features & Audiences. This documentation describes features by what they cover, such as “the visitor management feature”.

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Location of a role

Organizations with several sites (see Multi Location Setup) can limit a role to one location. The location selector in the portal header decides which location the user is working in. The menus then follow the user’s Global roles plus their roles for the selected location, so screens can appear or disappear when the location is changed.

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How to give a user access to a portal screen

  1. Find the screen in the Portal map and note the role type and feature it needs.
  2. Open Administration → Roles & Permissions.
  3. Either open an existing role of the right type and location from the Roles tab, or create a role: click Add, enter the Role name, choose the Type (Admin, Security or Operator) and the Location (Global or Specific Location), and click Save.
  4. In the role’s Features tab, tick the feature.
  5. In the role’s Assignments tab, click Assign, choose the user and click Save.
A role’s Type and Location cannot be changed after the role is created. Full steps are in Roles & Permissions.

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Common questions about portal access

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Why can’t a user see a menu in the RAY admin portal?

A menu entry is hidden when none of the user’s roles has both the required role type and the required feature for the location selected in the portal header. Check the Portal map for what the screen needs, then check the user’s roles in Administration → Roles & Permissions. A menu group such as Properties is hidden when the user can see none of the screens in it.

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Can one user have several roles?

Yes. A user can hold several roles, for example an Admin role for one location and an Operator role for all locations. The user sees every screen that any of the applicable roles allows.

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What is the difference between Admin and Operator?

An Admin role opens setup and management screens for its features. An Operator role opens only the day-to-day record screens for the same features. For example, with the invoices feature an Admin sees Billable Items, Invoices and Invoice Settings, while an Operator sees Billable Items and Invoices only.

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Why do I get the Forbidden page?

The Forbidden page appears when a link is opened to a screen that is not in the user’s menu, or when the selected location is one the user has no role for.