User management and user roles

Everybody who signs in to the Vizito backoffice has a role, and that role decides which menu items and actions they get. There are five roles: Employee, Security guard, Receptionist, Local admin and Global admin. Add a user when a colleague needs backoffice access, and give them the role that matches the work they do there.

What each role can do

Permission Global Admin Local Admin Receptionist Security Guard Employee
Dashboard
View dashboard Yes Yes Yes Yes Yes
Emergency
View current visitors Yes Yes Yes Yes No
Send emergency notification Yes Yes Yes Yes No
Mark visitors as safe Yes Yes Yes Yes No
Export the list of current visitors Yes Yes Yes Yes No
Account settings
Manage account settings Yes Yes No No No
Manage other locations Yes No No No No
Reporting
View all visitor information Yes Yes Yes Yes Yes
Export the visitor list Yes Yes No No No
Host management
Add/remove hosts Yes Yes Yes No No
User management
Add/remove users Yes Yes No No No
Visitor management
Pre-register visitors Yes Yes Yes No Yes
Sign in visitors Yes Yes Yes No No

Only a Local admin or a Global admin can download the visitor log: the “Export visitors” button under the “Visitors” list is hidden for a Receptionist, a Security guard and an Employee, who consult the list on screen. “Export CSV” and “Export XLS” on the “Emergency” page stay available to every role that can open it, because that list is the evacuation list. See Visitor log.

The roles are fixed

There are exactly these five roles. You cannot create a role of your own, change what a role may do, or hide a menu item from a role. A role that only has “Emergency” and not “Dashboard” or “Visitors” does not exist, and neither does a Receptionist without the visitor log. If you need something between two roles, give the person the smaller role and cover the missing part another way: an Employee who has to run the evacuation list becomes a Security guard, for instance, and an Employee who should only see their own visitors is linked to their host under “Host CN”, as described below.

Missing a permission? Look at the public roadmap first, and tell us what you need through the chat in the backoffice or at info@vizito.eu. Every request is logged as a feature request.

What an Employee sees

An Employee gets “Dashboard”, “Reports” > “Visitors” and “General” > “Manage registered visitors”. The visitor log only shows the visits of the host linked to them under “Host CN” in their user details, so “own visits” means the visits where they are the host. Without a linked host there is nothing to filter on and the Employee sees every visit of the location, so always link the host when you give somebody this role.

An Employee cannot open “Emergency”. For a manager or team lead who has to run the evacuation list for their department, use Security guard instead: that role adds “Emergency” and keeps everything else read-only. Give people who need both a full visitor log and the emergency list the Receptionist role. See Employees on the emergency list for putting staff on that list.

Add a user

  1. Open the Vizito backoffice and select “Administration” > “Manage users” in the left menu.

  2. Click “Add”. The “User details” window opens.

    vizito manage users

  3. Fill in “First name”, “Last name” and “Email / login”. The address under “Email / login” is the one the new user signs in with, so use an address they can receive email on. “Function title” is optional.

  4. Optionally link the user to a host under “Host CN”. When that user invites a visitor, the linked host is filled in as the host by default, which saves your colleagues picking themselves from the list every time.

  5. Select a “Role”. This is the setting that decides what the user may do once they are in, so check the table above before you choose. “Global admin” only appears in the list if you are a Global admin yourself.

  6. Click “Save”.

    add new user

Vizito confirms with “An email has been sent to the user that allows them to set their password.”

How the new user activates their account

The new user receives an email from Vizito with a link to their account.

confirmation email user role

The link opens “Select a password and verify your account”. They type the same password in “Password” and “Retype password”, then click “Verify account”. From then on they sign in at https://backoffice.vizito.be/ with their email address and the password they chose.

password reset

The link stays valid for 48 hours. If it has expired, if the user never received the email, or if they forget their password later, see Login and password problems. Users synchronised from Microsoft Entra ID sign in with their Microsoft account and get a different email, without a password to set: see Azure Synchronization.

What the new user sees

A user only gets the menu items their role allows, so the left menu is shorter for everybody except an admin. “Account settings” and “Administration” only appear for a Local admin or a Global admin.

The screenshot below is the backoffice as a Security guard sees it: “Dashboard”, “Emergency” and “Visitors” under “Reports”, and nothing else.

vizito dashboard