The system provides user groups with varying access levels for resource management and security, allowing permissions to be tailored to tasks—from administration to resident interactions. Not every user requires full access to all menus and settings of the Link server. In this section, you can create profiles (roles) with specific permissions, which will apply to all users within that role.
Below is a description of the available roles and their functions.
Server administrator: Full access to manage all aspects of the server. This role is held by the distributor and includes creating and editing user groups and roles, managing all objects, including rooms, virtual numbers, and devices. The Server Administrator has access to all server data, including logs and archives, and is responsible for backups, data recovery, security settings, and system audits.
Group administrator: Limited management rights within the company's resources. This role is performed by the dealer designated by the distributor. The Site Administrator can manage assigned resources, such as rooms and devices, view and edit data within their group and subordinate groups, and control room bookings and access to facilities. Site Administrator permissions are determined by senior administrators and are restricted by hierarchy.
User: Standard user access to a personal account. The User can confi gure their profile, view their devices and bookings, create guest passes, and receive messages. Access is limited to personal settings and interaction with shared functions without control over system parameters.
Concierge: A role for interacting with residents and guests. The Concierge manages resident groups, sends announcements and messages, controls room bookings and access to facilities, and has access to group information and devices to ensure security and communication.
Permissions Table for Each Role
The table provides a detailed overview of the access permissions and capabilities assigned to each role within the system. It helps administrators understand the specific permissions granted to roles such as Server Administrator, Group Administrator, User, and Concierge, ensuring clear visibility into each role's capabilities and limitations. Use this table as a reference to configure and manage roles according to project requirements.
In the table below, important role permissions are specified. Click to view.
How to obtain each role
In the self-host version of the system, roles can only be assigned by the Server Administrator (distributor) or the Site Administrator (dealer). Users cannot register independently or select their own roles; all roles are assigned according to permissions set by the administrator.
Server Administrator: Assigned by and exclusive to the distributor.
Group Administrator: Assigned by the distributor to the dealer, who manages resources within their assigned area.
User and Concierge: These roles are assigned by either the Server Administrator or Site Administrator based on the organization's needs.
If a user needs a role change or permission update, they should contact their administrator directly.
How to create a role
In addition to the standard roles available on the server, there may be situations where a customized set of permissions is needed. Creating a new role manually allows administrators to tailor permissions to specific needs, providing greater flexibility in managing access and responsibilities.
For example, if a role similar to the Site Administrator is required but with more restricted access, such as limiting the ability to edit user accounts, a custom role can be created to meet these exact requirements.
By creating unique roles, administrators can ensure that access is aligned precisely with organizational needs, while maintaining control over each user's permissions.
To create a new role, follow these steps:
Open the Profiles tab in the User Management section.
Click the red plus icon in the lower-right corner to start creating a role.
In the window that opens, enter the Name of the role, and add a Description if necessary.
In the Available Profiles section, select the profiles that users with this role will be able to edit.
In the Permissions section, check all necessary permissions that will be available for this role.
If you are unsure which permissions to assign, use the built-in roles as a reference and adjust them to fit your needs.
Once all required permissions are selected, click the Save icon in the lower-right corner of the screen.
After saving, you will be returned to the main screen of the Profiles section, where all roles, including the newly created one, will be displayed. On this screen, you can edit, delete, and filter roles by name.
Assigning Roles to Users
To assign a specific role to a user, follow these steps:
Go to the Users section.
Click the plus icon in the lower-right corner to start creating a user profile.
Complete all required information in the Profiles, Access Restriction, Identifiers, and Licenses sections, and add the user to an existing group or create a new one in the Groups section. (For more information on creating a profile, see here).
In the Profiles dropdown menu, select the previously created role for the user.
Once all necessary settings are configured and the role is assigned, click the Save icon in the lower-right corner to complete the setup.
After creating and configuring the profile, you will be redirected to the User Management section, where all users created on the server are displayed. Here, you can edit, delete, and filter users.
Independent Projects on One Server
When hosting multiple projects on a single server, it's important to separate data and limit visibility so that administrators can only access information relevant to their own project. To achieve this, each project should be assigned its own visibility zone.
By configuring the server this way, administrators are added to the top level of their project's hierarchy. This ensures they can only manage their assigned groups, users, and devices, without accessing data from other projects.
This approach keeps data secure, reduces management complexity, and gives each administrator a clear view of their own project's resources.
Configuring and Managing Access Rights for Independent Projects
This section outlines the key steps for configuring and managing access rights for independent projects on a single server. If it’s necessary to separate users and resources across multiple entities (e.g., different buildings), it’s important to create separate groups and profiles for each project. This approach restricts access to data and functions, ensuring security and effective role distribution for each entity.
Step 1. Creating Projects
At this stage, you need to create the required number of groups on the server that you will interact with. Detailed instructions for creating a group can be found in the Object groups section. Once set up, your projects will appear on the main screen of the Object Groups section. (In this example, two groups are used.)
Step 2. Adding Users with Roles for Projects
Once you have created the groups for your projects, the next step is to add users with the required roles.
Navigate to the Users section and click the plus icon in the lower-right corner to add users. Create users with the roles of Administrator, Concierge, and User, applying the previously configured profiles to them.
When creating the Root Group Administrator role, select the profiles the administrator can manage in the Available profiles section. For example, add the Concierge and User profiles to grant the administrator the ability to manage these roles.
For more detailed instructions on creating users, refer to the Users section or the Assigning Roles to Users article.
After creating users with assigned roles for the first project, they will automatically appear in the Users section.
Step 3. Adding Users with Roles to the Project
At this stage, you need to assign roles to the groups within your project to ensure each role is responsible for its designated area.
Adding an Administrator
Go to the Object Groups section, where the groups you previously created will be displayed.
Select the group for which you created users and roles.
Once you have selected the group, place the Administrator at the top of the group hierarchy to grant them access to manage all subgroups.
To do this, click the arrow to the left of the group name to expand the subgroup menu.
Then, click the three dots next to the group name and select Edit.
In the window that opens, navigate to the Users section.
Click the
icon and select the user (Administrator) you created earlier for this group.After selecting the user, click the green Confirm button in the lower-right corner.
To save the changes and assign the user to the group, click the
Save icon in the lower-right corner.
Adding a Concierge
The process of adding a concierge is similar to adding an administrator, but their roles are assigned to other subgroups.
In the Object Groups section, click the arrow to the left of the subgroup name to expand the list of subgroups for your project.
In the list of subgroups, locate the required object, click the three dots next to its name, and select Edit.
In the window that opens, go to the Users section.
Click the
icon, select the desired user (concierge), and confirm your selection by clicking the Confirm button.
You will then be redirected to the main Users screen. Click the
Save icon in the lower-right corner to save your changes.
Adding a User
The process of adding a user is similar to adding a concierge, except the user must be assigned to their apartment, located at a lower level of the hierarchy.
Follow the same steps as for adding a concierge, but select the appropriate subgroup (apartment) for the user.
Once all users with their roles have been added, their permissions will be restricted to the assigned project. The administrator will only be able to manage users within their group.
Finalizing the Configuration
Apply the same settings to another project by creating new users and, if necessary, roles. This will ensure that your projects remain isolated, with no overlap, and are invisible to users from other groups.
Example of Displaying Two Projects on a Single Server
