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Roles by Kio Cloud apps

  • Updated

The Kio Cloud apps are used by those responsible for the management of users, the location topology (Smart Location), devices (Device Management 2.0 and Kio Setup Manager mobile app), and the Kio solution-based apps shared components (Company Settings and Entity Manager).

Topics include: 

Users: roles and permissions

The Kio Cloud Users app is where you will manage who has access to your Kio Cloud account, including adding users and assigning their roles within each of the apps available within the Kio Cloud platform. It's recommended to have at least two users assigned to the Administrator role within the Users app.

Role

Permissions

Administrator 

green-checkmark.png This role has all permissions — they can view and manage everything within the Users app.

What a user assigned to this role can do:

  • Manage (add, edit, delete) users and their assigned roles

  • Reset user passwords

  • Enable and disable users

  • Access API keys for each user

Role is ideal for: those responsible for managing user access to the Kio Cloud platform.

User 

green-checkmark.png This role can only update their password.

red-x.png This role cannot view or manage users or view their unique API key.

Smart Location: roles and permissions

Role

Permissions

Administrator 

green-checkmark.png This role has full permissions — they can view and manage everything within Smart Location.

What this role can do:

  • Manage (add, edit, and delete) Campuses, Buildings, Floors, and Rooms

  • Manage install locations of Gateways and Infrastructure devices.

  • Manage Footfall locations for Portal Beams

  • Manage Spaces for the Workspace Insights app

  • Manage Departments for Kio Occupancy type apps

Role is ideal for: those responsible for managing the mapped location topology for all Kio solutions and the assignment and placement of install locations for Kontakt.io Infrastructure devices.

Creator 

green-checkmark.png This role has limited permissions to manage (add, edit, delete) Rooms within Floors, Footfall locations for Portal Beams, and Spaces for the Workspace Insights app, and has view-only access to all locations.

red-x.png This role cannot manage (add, edit, delete) Campuses, Buildings, Floors, or Departments.

Role is ideal for: those with the responsibility of adding, editing, and deleting Rooms within Floors.

User 

green-checkmark.png This role has restricted permissions to only view Smart Location information, including each Campus, Building, and Floor.

red-x.png This role cannot manage (add, edit, delete) locations or view Footfall, Spaces, and Departments.

Role is ideal for: those that only need to view location information.

Device Management 2.0: roles and permissions

Unique to Device Management there are two types of roles - Primary Roles and Secondary Roles. For access to Device Management 2.0 and the Kio Setup Manager app, a user must be assigned to one Primary Role that acts as the foundation for their access and permissions. The Secondary Roles, which are optional, allow additional control over permissions to features and capabilities. All roles have permission to view the Dashboard located in the Device Management 2.0 Inventory menu.

Primary Roles and their permissions

  • Administrator: All permissions.

    Role is ideal for those responsible for managing all aspects of your Kontakt.io device inventory.

  • Editor All: Limited editing permissions for all devices.

    Role is ideal for those responsible for installing devices with the Kio Setup Manager and managing device virtual settings that includes the Device Name, Notes, Tags, and Deployment Status.

  • Editor: Limited editing permissions to only the devices assigned to them by an Access Manager (Secondary role).

    Role is ideal for those responsible for installing devices with the Kio Setup Manager and managing device virtual settings that includes the Device Name, Notes, Tags, and Deployment Status.

  • Viewer All: View-only permissions for all devices.

    Role is ideal for those that only require access to view all devices and their settings.

  • Viewer: Limited to view-only permissions for the devices assigned to them by the Access Manager (Secondary Role).

    Role is ideal for those that only need to view specific devices and their settings.

Permission

Administrator

Editor All

Editor

Viewer All

Viewer

Claim Order

Yes

No

No

No

No

Import External Devices

Yes

No

No

No

No

Device Federation

For use with Cisco Spaces Integration

Yes

No

No

No

No

View devices

Yes

Yes

Yes

Yes

Yes

Edit device settings

Including bulk updates; via export/import from Bulk menu

Yes

No

No

No

No

Edit device virtual attributes (Device Name, Notes, Tags, Deployment Status)

Yes

Yes

Yes

No

No

Export devices

Available option within the Bulk menu

Yes

Yes

Yes

Yes

Yes

Install devices (Kio Setup Manager)

Yes

Yes

Yes

No

No

Schedule firmware upgrades

Available option within the Bulk menu

Yes

No

No

No

No

Manage device-level access

Available option within the Bulk menu

Yes

No

No

No

No

Manage Firmware Upgrade settings

Enable Managed Firmware Upgrades and Set Firmware Upgrade Window

Yes

No

No

No

No

Secondary Roles and their permissions

Secondary Roles are commonly assigned when a user needs additional permissions beyond those provided by their assigned Primary Role.

  • Config Manager: Permissions to edit all Tag and Infrastructure device settings, which includes updating settings in bulk via the import feature.

    This is a sensitive role, as changing a device's settings from its factory default values could impact its operation. We recommend that device settings be edited only when instructed by or discussed with a Kontakt.io team member.

  • Firmware Manager: Permissions to manage scheduled firmware upgrades.

    This is an important role to ensure your Kontakt.io devices are kept up to date with the latest available firmware version.

  • Inventory Manager: Permissions to claim Kontakt.io orders, import third-party devices, and Cisco Spaces device federation.

    Essential for users who receive Kontakt.io orders or manage your device inventory. Claiming an order adds the devices to Device Management, which allows the devices to be deployed and installed.

  • Access Manager: Permissions to assign users to specific devices (device-level access).

    Necessary when your organization requires that users be restricted to particular devices.

Permission

Config Manager

Firmware Manager

Inventory Manager

Access Manager

Edit device settings

Including bulk updates; via export/import from Bulk menu

Yes

Claim Order

Yes

Import External Devices

Yes

Device Federation

For use with Cisco Spaces Integration

Yes

Schedule firmware upgrades

Yes

View Firmware Upgrades settings

Yes

Manage device-level access

Available option within the Bulk menu

Yes

Company Settings: roles and permissions

For access to Company Settings, a user is required to be assigned to a role.

Role

Permissions

Administrator

green-checkmark.png This role has all permissions — they can see and manage everything in the app.

What this user can do:

  • Entity Management: add, edit, and delete Entity Types and Entities.

  • Room Management: add, edit, and delete all room settings.

  • Webhooks: add, edit, and delete.

Role is ideal for: those with the responsibility for the management of entities for all Kio solution-based apps and room management for room-level rules that apply to all of the Kio solution-based apps.

Note

Each Kio solution-based app includes an Administrator role. This role is designed for users with limited responsibilities for managing the Entities associated with the Kio app. Kio app Administrators cannot edit Entity Type visual icons, Attributes, or the Entity ID of Entities.

In contrast, the Company Settings Administrator role is a power-user role with permissions to all features. This role should be assigned only to those responsible for managing all settings across the Kio solution-based apps.

User

green-checkmark.png This role has permissions to Webhooks (add, edit, delete). Webhooks provide a method to send alerts, activated from the Kio solution-based apps and Device Health, to a third-party system.

red-x.png This role cannot do anything beyond Webhooks. They to not have permission to view or access any other menus within Company Settings.

Role is ideal for: those with the responsibility for third-party integration management. Commonly, those within an IT department.

Entity Manager: roles and permissions

Entity Manager is a companion app to the Company Setting apps with limited features. These limited features include Staff and Asset Management and access to the Kio Entity Manger mobile app.

A user can be assigned to more than role as required.

Mobile User 

green-checkmark.png This role has restricted access to only the Kio Entity Manager mobile app with the permissions to perform the actions available within the app. Users can perform actions related to assigning assets to tags and staff to badges within the mobile app.

red-x.png This role does not have access to the Entity Manager app within Kio Cloud.

Role is ideal for: those with limited responsible of only assigning tags and badges allowing them to perform these tasks from a mobile device, without needing access to entity management functions.

Staff Manager 

green-checkmark.png The role has restricted permissions to perform staff management tasks from the Entity Manager app. Users assigned to this role can view and perform all actions within the Tag Management menu, including adding and updating staff.

red-x.pngThis role does not have access to the Asset Management menu within the Entity Manager app or the Kio Entity Manager mobile app.

Role is ideal for: those with limited responsibilities of managing staff entities for use within the Kio Staff solution-based apps.

Asset Manager 

green-checkmark.png The role only has restricted permissions to perform asset management tasks from the Entity Manager app. Those assigned to this role are granted permissions to view and perform all actions within the Tag Management menu, including adding and updating assets.

red-x.png The role does not have access to the Staff Management menu within the Entity Manager app or the Entity Manager mobile app.

Role is ideal for: those with limited responsibilities of managing asset entities within the Kio RTLS solution-based apps.

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