You may sometimes find that your users don’t have access to see specific locations or templates in their account after you’ve provisioned them access. This could include specific templates, such as emails and experience editors, or even locations themselves. When this happens, the culprit likely lies in a misconfigured permission bundle, specifically within your ownership settings. This knowledge article discusses where to look if you notice that a user is missing a location or record that you intended to provide them.
To learn more about setting up a permission bundle, click HERE.
Permission Bundle Toggles
The first step is to look at your overall permission bundle toggles. That is, do you have the correct toggles on to allow this user to see the features in the platform you need them to see?
For example, if we want to assign a permission bundle to a receptionist so they can see the guestbook and invites for the day, we want to make sure that the user has both the Guestbook and Location toggles on. You can then choose which specific features within that section you’d like to turn on for them.
Ownership Settings
If all the correct features are toggled on, the next step is to look at your Visibility and Ownership settings. Ownership and Visibility dictates which specific templates/locations a user can see if you have multiple templates/locations in your account.
There are three different visibility types and the one that is right for your users depends on their roles. This article will break down which scenarios are best for using each of the three different visibility types: Owned, Shared, All
The most common issue we encounter is that new location admins/receptionists for specific sites are unable to see a location that you have created and assigned for them. The majority of the examples below will discuss how ownership settings can be edited for location visibility specifically.
Owner
A feature with its visibility set to Owner means that this user can only see locations/templates that they own. This should be used for a single location admin who will be in charge of creating their own records or managing their own location. It should not be used if you intend to give any other new users visibility to this location/template (except for your global users with greater admin permissions)
Because of this, you will need to make sure that your user owns the location/template you intend to give them, either by transferring ownership of that location or allowing them to create their own.
There are three key things to check for with an OWNER permission bundle:
1) The location/template visibility is set to owner.
2) The user who will own this location/template is assigned this permission bundle.
3) Ownership of this location/template has also been assigned to this user.
Permission Bundle Page
User Page
Location Page
Shared
The Shared visibility setting means that this location can be seen by the person who owns the location as well as any other user who shares the same permission bundle. The shared permission bundle is best used if you want to give visibility of a certain location to more than one user.
In this case, you want to make sure that ownership of the location is transferred to a site admin, similarly to the setup for an Owner location. This time however, since this site admin may be ‘sharing’ their location with other users, we want to make sure that this admin has their location visibility set to SHARED and that other users you intend to give visibility into this site are assigned a permission bundle that is also assigned to your site admin.
NOTE: A Site owner can own more than one permission bundle. This means that your site admins can still keep their higher level of permission rights while still owning a permission with less access (eg. receptionists).
For example, as long as the owner of the location has the receptionist bundle, your other users with the receptionist bundle will be able to see the location.
In this case, you want to make sure the below steps are complete for the SHARED permission:
1. The permission bundle’s location visibility is set to SHARED.
2. The user who will own this location is assigned this permission bundle.
3. Ownership of this location has also been assigned to this user.
Permission Bundle Page
User Page
Location Page
To then allow other users to see this particular shared location, follow one of the steps below, depending on the levels of access your providing to non-location owners:
If you want other users to have the exact same permissions as your location owner, simply assign them the exact same permission bundle.
If you would like other users to have a different permission bundle but see the same location, follow these steps:
Create a permission bundle (eg. receptionists) with the location set to shared.
Assign this permission bundle to your new users AND the location admin.
In summary, these are the areas you need to check if you need to share a location between multiple users with different permission bundles:
a) Is the permission bundle’s visibility set to shared?
b) Does the location admin own this location (If a global admin created this location, did they transfer this location ownership from the locations page?)
c) Do other user(s) who need to see this location share a permission bundle with the location admin? Remember, ‘shared’ means that the location visibility is shared between everyone who shares the same permission bundle, regardless of who in that group owns it.
All
Anyone with this assigned permission bundle will be able to see ALL records/locations in the account, regardless of who owns it. This is NOT recommended if you only want users to see their specific locations. In this case, all you need to do is check that your user(s) permission bundle has their intended location/records have their visibilities set to ALL.