User Roles & Permissions
Manage who can access what, from full administrative control to read-only security views.
Built-In System Roles
Entrifi includes five pre-configured, battle-tested system roles. To ensure platform stability, system roles are permanently safeguarded:
- Global Admin (Admin): Full administrative access across all organization branches, billing, plan management, system settings, user roles, and compliance audit logs.
- Location Admin: Branch-level administrator with authority over local visitor operations, staff directory, events, reports, and emergency mode for their assigned facility.
- Front Desk: Designed for lobby receptionists to check visitors in/out, register expected guests, view events, and manage pre-registration passes.
- Security: Perimeter and gatehouse access to monitor check-ins, verify arrivals, manage the security watchlist, and trigger emergency evacuation rosters.
- Resident Company Rep (Tenant Rep): Used in Shared Facility Mode (commercial towers / business parks) allowing resident companies to manage pre-registrations and monitor visitor arrivals exclusively for their own suite.
System Role Permissions Matrix
| Capability | Global Admin | Location Admin | Front Desk | Security | Resident Rep |
|---|---|---|---|---|---|
| Check in / out visitors | ✓ | ✓ | ✓ | ✓ | ✗ |
| View visitor log | ✓ | ✓ (Local) | ✓ (Local) | ✓ (Local) | ✓ (Own Guests) |
| Pre-register visitors | ✓ | ✓ | ✓ | View only | ✓ (Own Guests) |
| Approve exit clearance | ✓ | ✓ | ✓ | ✓ | ✗ |
| View analytics & reports | ✓ | ✓ (Local) | ✗ | ✓ | ✗ |
| Manage watchlist | ✓ | ✓ | ✓ | ✓ | ✗ |
| Trigger emergency mode | ✓ | ✓ | ✗ | ✓ | ✗ |
| Manage events & tickets | ✓ | ✓ | ✓ | View only | ✗ |
| Manage users & invites | ✓ | ✓ (Local) | ✗ | ✗ | ✗ |
| Change settings & branding | ✓ | ✗ | ✗ | ✗ | ✗ |
| Manage billing & plan | ✓ | ✗ | ✗ | ✗ | ✗ |
| Manage locations | ✓ | View only | ✗ | ✗ | ✗ |
| View compliance audit trail | ✓ | ✓ (Local) | ✗ | Security only | ✗ |
Inviting Users
1
Navigate to Users
Go to Users in the dashboard sidebar. Click Invite User.
2
Enter Details
Provide the user's name, email, and select their role (Admin, Front Desk, or Security). For multi-location orgs, assign them to a specific location.
3
Send Invite
Click Send Invite. The user receives an email with a link to set their password and access the dashboard.
Custom Roles & Permissions
For tailored access requirements, administrators can create and manage organization-isolated custom roles:
- Navigate to Settings and click the Roles & Permissions tab.
- Click Create Custom Role, enter a name (e.g., "Night Shift Guard"), and configure the specific permission matrix.
- Once created, custom roles will automatically populate in the Role selector dropdown when inviting or editing users.
- Custom roles and their configuration are completely isolated to your organization.
Bulk CSV Import
For larger teams, use the CSV upload feature:
- Prepare a CSV with columns:
name, email, role - Valid roles: System roles (
ADMIN,LOCATION_ADMIN,FRONTDESK,SECURITY,TENANT_REP) or any custom role names you have created. - Upload via the Bulk Import button on the Users page
- All users receive invite emails simultaneously
User limits: The number of staff accounts is capped by your plan. Basic allows 2, Starter allows 5, Pro allows 10, Enterprise allows 30. Upgrade your plan to add more users.
Was this page helpful?
Let us know how we can improve this page.