Role Permissions
Decide what each role can open and do. Everyone with the same role has the same access.
Before you start
- Where: Settings → Users → Role Permissions (
https://platform.vivin.app/settings/users). - Plan: every account. If your plan does not include Operations, the Operations and Tickets rows are greyed out.
- Permissions: Account Settings → Module and Account Settings → Users. You can grant only permissions your own role has, but you can always remove them. Only a Super Admin can change the Super Admin column.
The matrix
- Click Role Permissions.
- Each row is a permission, grouped by Module, with one column per role: Super Admin, Admin, Finance, Sales, Op. Admin (Operations Admin) and Operations.
- Switch permissions on or off, then click Save. Cancel closes without saving.
Rows are named as in the matrix, for example Account Settings → Preferences. AI access can also be narrowed per person in AI / MCP.
What the rows control
Groups appear in this order in the matrix.
| Group | Rows and what they allow |
|---|---|
| First, in name order | Analytics → Module; Booking Engine → Module, Reservations, Visits, Leads, Payouts, Settings; Communication → Send Now; Planning → Module, Edit; Surveys → View, Manage; Tenants → Module, Delete. |
| Listings | Module opens Listings; Sidebar opens the property and unit side panels; Edit changes properties, units and prices. |
| Bookings | Module; Sidebar opens the booking panel; money actions Add Payments, Add Charges, Add Discounts, Add Credit Note, Add Return Of Value, Edit Items, Change Payment Due Date, Bulk Rent Increase; deposit actions Refund, Dispute; Delete (bookings), Delete Files, Delete Others (payments, adjustments, booking comments, utility bills). |
| Sales | Module opens Sales. |
| Finance | Module opens Finance. Approve Payments shows Transactions, Payouts and Deposits and approves payments. Assign Payments To Other Bookings moves a payment to another booking. Auto Approve Manual In Payments confirms payments this role records by hand. |
| Operations, Tickets | Module; See Checkin Checkout; See All Maintenances (without it, only tickets they are responsible for or copied on); See Own Maintenances; Receive Unassigned Ticket Alert; Inventory; Housekeeping and Planning (they do not open a screen); Ticket Priority, Cost Allocation, Delete. |
| Utilities | Module; Edit Connections edits the Utilities Connections tab and adds or removes connections in Integrations. |
| Support | Module opens Help & Support; Delete deletes support tickets. |
| Account Settings | Module opens Settings; the other rows open tabs, see Settings tabs. |
| Create | Adding from Create New: Bookings, Cashflows, Contract Templates, Inlife Imports, Owners (also edit and delete owners), Properties, Team Members, Tenants, Tickets, Transfers, Units. |
Settings tabs
| Account Settings row | Opens |
|---|---|
| General Information | The General Information and Branding cards of Global Settings |
| Preferences | Most Global Settings cards, and Portal settings |
| Fees | The fee cards of Global Settings |
| Invoicing & Payments | Subscription, Payments, Invoicing and the Utilities card |
| Users | Users and Owners |
| Categories | Categories and Services |
| Integrations, Emails, Contract | Their tab |
| Mcp | AI / MCP and Genius |
| Chatbot | ChatBot and FAQs |
| Personal | Nothing: Personal Settings is open to everyone |
Saving most cards in Settings also needs Preferences or Fees; see Account Settings.
Default roles
The defaults of a new account; your matrix may differ if someone changed it.
| Role | Can use by default |
|---|---|
| Super Admin | Everything, including every settings tab. |
| Admin | Every module and every settings tab except ChatBot and FAQs; adds properties, units, tenants, team members, owners and contract templates; uses Support. |
| Finance | Listings, Bookings (payments, charges, discounts, credit notes, return of value, due dates), Sales and revenue planning, Finance with Assign Payments To Other Bookings but not Approve Payments, Analytics, Operations (all tickets), Utilities, Tenants, Booking Engine (reservations, payouts). No settings. |
| Sales | Listings, Bookings (payments, charges, discounts), Sales, Operations (all tickets), Utilities, Tenants, Booking Engine (reservations, visits, leads, listing settings). No Finance, Analytics or settings. |
| Operations Admin | Operations with all tickets and unassigned-ticket alerts, Bookings (payments, charges), Listings (view only), Utilities, Booking Engine (visits). |
| Operations | Operations with only their own tickets plus unassigned-ticket alerts, Listings (view only), Utilities. No Bookings. |
Some rows start on for Super Admin only: Approve Payments, Refund, Dispute, deleting bookings, booking files or tenants, and Create → Bookings and Tickets. Switch them on for the roles that need them.
What happens when you save
- Changes apply to everyone with that role on their next action; menus update when they reload.
- Switching Operations → Module off also switches the ticket rows off, and Support → Module off also switches Delete off.
Troubleshooting
- The whole save is rejected: you tried to grant a permission your own role does not have. Remove that change, or ask a Super Admin.
- A ticket row will not switch on: turn on Operations → Module for that role first ("Turn on Module Operations for this role first.").
- A member sees "You do not have permission to perform this action.": their role lacks the permission. Switch it on here rather than changing their role.