Role Management in MSPbots

The Role Management section in the MSPbots app is where admins can create the roles that can access MSPbots assets. Here, you can assign and limit the scope of access for each role and delete or edit existing ones.

How to create a role in Role Management

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1. Open the MSPbots app and go to Settings > Role Management.
   
   
   
   
2. On the Role Management screen, click the Add button to add a role. 
   
   
   
   
3. In the Add window, provide the following:
   
   • Name - Enter a unique role name.
   • Remarks - Remarks to describe the role. 
     
     
     
     
   • Free License - Turn on this switch to create roles with view-only access to various asset scopes without consuming a license. 
     
     
     
     • When Free License is selected, the Menu Scope is automatically set to Restricted Viewer and cannot be changed. Dashboard-related assets are automatically included in the Asset Scope; you only need to adjust it as needed.
     • Assigning different asset scopes to each role lets you precisely control which assets users can access based on their responsibilities and permission levels, ensuring they only view and manage dashboard assets relevant to their work.

1. • Attendance Only - You can create default Attendance Only roles with varying asset scopes by toggling this switch. 
     
     
     
     • When the Attendance Only switch is turned on, the Menu Scope is automatically set to Attendance Only and cannot be changed. Assets related to attendance are automatically included in the Asset Scope, and you can adjust them as needed. Assigning different asset scopes to each Attendance Only role ensures users can access only the attendance assets relevant to their work and permission level.
       
       
       The Attendance Only switch works like the Dashboard Only switch, but they are mutually exclusive—you can select only one at a time, or leave both unselected.

       You can toggle these switches when creating a new role, but they are disabled when editing existing roles.
       
       

2. Next in the Add window, click Menu Scope and select the sections in the MSPbots app that the role can access. 
   
   
   
3. Next, click Assets Scope and select the assets that will be accessible to the role.
   
   
   
   For example, select Widgets to add widgets to the assets that will be available for the role. To add more assets to the widgets list,
   1. Click the +Add link to open the Assets Permission window. 
      
      
      
   2. In the Assets Permission window, select the additional assets that the role can access. 
      
      
      
      
   3. Click Add Selected.
      
      
      
      Repeat to add more items to other assets like Datasets and Scorecards.
      
      
         You can add assets, including all custom and template assets of the tenant.
         Adding a dashboard automatically adds all the widgets and datasets included in the board. You do not need to set up these widgets or datasets again, and you will be able to access them directly.
         Adding a widget automatically adds the datasets included in it. You do not need to set the datasets again, and you will also be able to access them directly.
4. Click Confirm to save the changes.
   
   

Role assignment is done in the User Management section of the MSPbots app. Refer to the article User Management for help with assigning roles.

What other actions are available in Role Management?

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You can also edit, delete, or view the custom roles in the Role Management section of the MSPbots app. Search for a role in the search bar and click Edit, Delete, or View under the Action column. 



When you click Delete to remove a role:

• If the role isn't assigned to any users, click Confirm to safely delete it.
  
  
  
  
• If the role is assigned to multiple users, the pop-up window displays the affected users. 
  • If there are too many affected users to display all, the number of users is shown.
  • When you click Confirm, the role is deleted and automatically unassigned from the affected users.
  • If a user's only role is deleted, the Restricted User role is automatically assigned to that user.
    
    
    
    
• The Client Portal role cannot be deleted because it is specific to Client Portal users. If this user is no longer needed, delete the user via the Client Portal Management screen.
  
  
  
  
  
  

Role types in Role Management

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There are two role types in Role Management— Tenant-level and Platform-level roles. 

• Tenant-level roles allow viewing, editing, and deletion.
  
  
  
  
• Platform-level roles only allow viewing operations, such as the admin role. 
  
  

How to set the Initial Role

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Administrators can assign a specific role to users synchronized from user management by setting an Initial Role. This ensures that users have the appropriate access levels when they join the MSPbots system.

If an Initial Role is not set, new clients will be assigned the default Initial Role of Restricted Viewer, while existing clients will default to Dashboard Only. The Restricted Viewer role has the same menu access as the Dashboard Only role but does not include any assets.

1. Log in to MSPbots app as an admin.
2. Go to Settings > Role Management.
   
   
   
   
3. Click Initial Role.
   
   
   
   
4. Select a role as the Initial Role from all the roles your tenant has.
      Currently, the Next Ticket Only, Attendance Only, and Bot Only roles are set as the only initial roles not consuming seats.
      The financial role cannot be set as the initial role. If you want to set a financial role, see Assign a financial role to a user.
   

   1. When you set the Initial Role to Dashboard Only, the role for new synchronized users will default to Dashboard Only; When you set the Initial Role to Restricted Viewer, the role for new synchronized users will default to Restricted Viewer.
      
      
      
      
      
      

   2. When the Initial Role you set is not the Dashboard Only or Restricted Viewer, a Fallback Role needs to be set. 

      • Set Dashboard Only or Restricted Viewer as the Fallback Role. 

      • If you do not set the Fallback Role, the default Fallback Role will be Restricted Viewer.

      • The Fallback Role you set would be assigned to new users if the Initial Role is not available, for example, when the seats for the Initial Role run out. 
        
        
        
        

5. Click Save.
   
   
   
   
6. You can click the Sync Teams User button in User Management to synchronize Teams users to MSPbots. The expected duration is 10 minutes, but it may take longer due to server influences. For more detailed information, refer to Sync MS Teams users manually or map users automatically.