In OfficeRnD Flex, you can go beyond the default admin roles and build your own permission sets tailored to your team's responsibilities. Custom roles help you grant limited or specialized access to different parts of the Admin Portal. You can fine-tune access by selecting which hubs, modules, and actions are available for each custom role.
This article explains how to create and manage custom roles, how they inherit permissions, how imports work, and how to control hub and module visibility and access.
Create custom roles and permissions
OfficeRnD Flex allows you to create custom admin roles with permissions that match your team's needs. You can assign access to specific hubs, modules, and actions, and even hide entire hubs and modules when needed.
Note: If an entity is set to "None," users with that role can still view the hub or module but not take action. To hide a hub or module entirely, set its access to "No Access."
When creating a custom role, you can define what actions the admin can take by module and entity. You can grant or remove each permission individually to determine the level of control each admin has.
These permissions are grouped by category:
Hub | Module / Entity | Permissions | Center Manager | Owner |
| Check-ins | Create, Edit | YES | YES |
| One-off Fees | Create, Edit, Delete, Export | YES | YES |
| One-off Fees | Approve, Import | NO | YES |
| Company | Create, Edit, Delete, Export | YES | YES |
| Company | Merge, Import | NO | YES |
| Members | Create, Edit, Delete, Export | YES | YES |
| Members | Merge, Import | NO | YES |
| Attachments | Create, Edit, Delete | YES | YES |
| Contracts | Create, Edit, Send For eSign, Mark As Signed, Serve Notice, Terminate, Generate PDF, Preview PDF, Export | YES | YES |
| Contracts | Add & Approve | NO | YES |
| Memberships | Create, Edit, Delete, Assign | YES | YES |
| Memberships | Approve | YES | YES |
| Memberships | Lock, Import | NO | YES |
| Opportunities | Create, Edit, Delete, Export | YES | YES |
| Day Passes | Create, Edit, Delete | YES | YES |
| Credits | Create, Edit, Delete | YES | YES |
| Payment Details | Create, Delete | YES | YES |
| Orders | Create, Change Status, Generate PDF, Export | YES | YES |
| Events | Create, Edit, Delete | YES | YES |
| Messages | Create, Edit, Delete | YES | YES |
| Issues | Edit, Delete | YES | YES |
| Posts | Create, Edit, Delete | YES | YES |
| Contacts | Export | YES | YES |
| Benefits | Create, Edit, Delete | YES | YES |
| Articles | Create, Edit, Delete | YES | YES |
| Invoices | Create, Edit, Delete, Sync, Export, Void, Send | YES | YES |
| Receipts | Generate, Send, Delete | YES | YES |
| Invoice Line Items | Edit | YES | YES |
| Plans | Create, Edit, Delete, Merge, Export | YES | YES |
| Goods | Create, Edit, Delete, Export | YES | YES |
| Stores | Create, Edit, Delete | YES | YES |
| Rates | Create, Edit, Delete, Export | YES | YES |
| Amenities | Create, Edit, Delete | YES | YES |
| Discounts | Create, Edit, Delete | YES | YES |
| Resources | Create, Edit | YES | YES |
| Resources | Delete, Import | NO | YES |
| Locations | Create, Edit | YES | YES |
| Locations | Delete | NO | YES |
| Floors | Create, Edit, Clone | YES | YES |
| Floors | Delete | NO | YES |
| Booking | Create, Edit, Delete, Cancel | YES | YES |
| Templates | Create, Edit, Delete | NO | NO |
Operations
Experience 
Billing
Space
Calendar
Settings
Additional information
Each custom role is defined by two main elements:
The Hubs and Modules that the admin can access.
The level of access granted for each hub (based on Viewer, Manager, or Owner role templates).
When you create a new custom role and base it on an existing default role (Viewer, Manager, or Owner), the permissions will match those defaults unless you change them.
The Viewer can see all hubs and modules, excluding the Settings, but can't make any changes.
The Dashboard, Analytics, and Settings modules always default to "Viewer" access.
Only the Owner role can edit the Settings module.
If a role is tied to a default role in a hub or a module, it will update automatically when OfficeRnD changes the default permissions. If not, the permissions will remain static until updated manually.
Permissions to import data
OfficeRnD Flex supports separate import permissions for specific entities. These can be added to custom roles that need access to the import functionality.
Admins with the relevant import permissions will see the 
Import button on resource pages within the 
Operations Hub and the 
Space Hub.
The following entities support import permissions:
Fees
Companies
Members
Memberships
Resources
Notes:
A custom admin role with "Viewer" access to Settings will still see import tabs, but they can only use the Upload CSV function and view import history for entities for which they have permissions.
Custom roles based on the Owner role include import permissions by default.
Custom roles based on the Manager role do not include import permissions and must be configured manually.
FAQ: Custom admin roles and permissions
What are custom admin roles in OfficeRnD Flex?
What are custom admin roles in OfficeRnD Flex?
Custom admin roles allow you to define specific permissions for your admins. You can choose which hubs and modules they can access and what actions they can take in each one.
How can I hide a hub or a module from a role?
How can I hide a hub or a module from a role?
To completely hide a hub or a module from an admin, set the hub or module access to "No access". Setting individual entities to "None" will still allow the admin to view the section.
What happens if I assign "None" to an entity in a hub or a module?
What happens if I assign "None" to an entity in a hub or a module?
The admin will be able to view the entity but will not be able to create, edit, or delete it.
Can I base a custom role on default roles like Viewer, Manager, or Owner?
Can I base a custom role on default roles like Viewer, Manager, or Owner?
Yes. Custom roles can inherit permissions from these default roles. If tied to a default role, the permissions will update automatically when OfficeRnD updates the defaults.
Do Viewer roles have full visibility on the Admin Portal?
Do Viewer roles have full visibility on the Admin Portal?
Viewer roles can access all hubs and modules except Settings and view information without making changes.
Can Viewer roles see import options?
Can Viewer roles see import options?
Yes, but they can only use the import tools for the entities for which they have been granted permissions.
Do I need to manually configure permissions for Manager-based roles?
Do I need to manually configure permissions for Manager-based roles?
Yes. If you create a custom role based on the Manager role, import permissions are not included by default and must be added manually.
For which entities can I manage import permissions?
For which entities can I manage import permissions?
You can assign import permissions for: Fees, Companies, Members, Memberships, and Resources.
Access to which hubs can be customized using roles?
Access to which hubs can be customized using roles?
Access to the following hubs can be customized: Operations Hub, Experience Hub, Billing Hub, Space Hub, Calendar, and Settings.
Can custom roles be updated automatically when OfficeRnD updates default permissions?
Can custom roles be updated automatically when OfficeRnD updates default permissions?
Yes, but only if the role is based on one of the default role templates. If the role has been customized outside the default structure, it must be updated manually.