Understanding role permissions helps ensure the right people have the right level of control, while keeping your workplace data and settings secure.

How Roles Work in Kadence

Kadence uses primary user roles to define a user’s core permissions across the platform.

In addition, Team Manager, Workplace Safety Admin, and Event Organizer are secondary roles that can be added on top of a user’s primary role.

Important notes:

A user can only have one primary role at a time
A user cannot be both an Employee and a Global Admin
A user can be an Employee (or Admin) and also be a Team Manager, Workplace and/or Event Organizer

Primary User Roles

Employee

Employees are standard users of Kadence. This role is designed for day-to-day booking and collaboration.

Employees can:

Create, view, and cancel their own bookings
Book available desks, rooms, onsite days, and other enabled resources
Check in and self-certify (if enabled)
View office floorplans and colleague availability (subject to privacy settings)
Manage their own profile, preferences, and notifications

Employees cannot:

Access admin settings
Manage buildings, resources, users, or integrations
View company-wide analytics

Building Admin

Building Admins manage specific buildings within Kadence.

Building Admins can:

Manage settings for buildings
Create and edit floors, neighborhoods, and resources
Manage building-level policies and configurations
View building-specific insights and reports

Building Admins cannot:

Book for other users
Ignore booking restrictions
Manage company-wide settings
Configure integrations, SSO, or directory sync
Manage other buildings they are not assigned to

Coordinator

Coordinators support workplace operations without full admin access.

Coordinators can:

Book on behalf of other users
Ignore booking restrictions
Create and manage announcements
Send and manage surveys (if enabled)
View insights and reports
Manage resources and neighborhoods

Coordinators cannot:

Manage global settings
Add or remove integrations
Manage buildings

Global Admin

Global Admins have full access to Kadence.

Global Admins can:

Manage all settings across the platform
Add, edit, and remove users and roles
Configure integrations, SSO, and directory sync
Manage buildings, floors, neighborhoods, and all resource types
Ignore booking restrictions
Access all analytics, insights, and exports

This role should be limited to a small number of trusted users.

Permissions at a Glance

The table below displays access levels for each primary user role within Kadence.

Access may vary depending on enabled features and company settings

	Global Admin	Building Admin	Coordinator	Employee
Create a building	Yes	Yes	No	No
Edit a building	Yes	Yes	No	No
Delete a building	Yes	No	No	No
Create a floor	Yes	Yes	No	No
Edit a floor	Yes	Yes	No	No
Delete a floor	Yes	Yes	No	No
Create a neighborhood	Yes	Yes	Yes	No
Edit a neighborhood	Yes	Yes	Yes	No
Delete a neighborhood	Yes	Yes	Yes	No
Create a resource	Yes	Yes	No	No
Edit a resource	Yes	Yes	Yes	No
Delete a resource	Yes	Yes	No	No
Invite a user	Yes	No	Yes	No
Edit a user	Yes	No	Yes	No
Delete a user	Yes	No	Yes	No
View, approve, or deny employee documentation	Yes	No	No	No
Create a team	Yes	No	Yes	No
Edit a team	Yes	No	Yes	No
Delete a team	Yes	No	Yes	No
Access admin settings	Yes	No	No	No
Create announcements	Yes	Yes	Yes	No
View insights	Yes	Yes	Yes	No
View offices	Yes	Yes	Yes	Yes
View everyone's bookings	Yes	Yes	Yes	No
Export CSV files	Yes	No	Yes	No
Create delegate bookings	Yes	Yes	Yes	No
Unlimited bookings	Yes	No	Yes	No
Cancel delegate bookings	Yes	Yes	Yes	No
Invite guests	Yes	Yes	Yes	Yes
View all published events	Yes	Yes	If event is "open"	If event is "open"
Create events	Yes	No	No	No
Edit & manage all published events	Yes	No	No	No
View, edit & manage events they have created	Yes	No	No	No
View & edit draft events	If Event Organizer for event	No	No	No
View who has RSVP’d	Yes	Yes	Yes	Yes

Secondary Roles

Team Manager

The Team Manager role allows users delegate booking permission on behalf of their team members, and view team related analytics.

Team Managers can:

Manage their assigned teams
Book on behalf of team members (if enabled)
View team-level insights and attendance data
Create and manage Team Kadence schedules

Team Managers only have visibility into their own teams.

Event Organizer

The Event Organizer role allows users to create and manage events.

Event Organizers can:

Create, edit, and publish events
Invite attendees and manage RSVPs
View attendance and event engagement data

Event Organizers can only manage events they have created, unless they are also a Global Admin.

Workplace Safety Admin

The Workplace Safety Admin role gives users permission to manage workplace safety–related documentation, and is part of the Workplace Safety policy. See this guide for more information.

Workplace Safety Admins can:

Review documents uploaded by end users
Approve or deny documentation uploaded by end users

This role is intended for internal stakeholders such as HR, Facilities, or Workplace Operations teams who are responsible for employee safety and compliance.

Permissions at a Glance

The table below displays access levels for each secondary user role within Kadence.

Access may vary depending on enabled features and company settings

	Team Manager	Event Organizer	Workplace Safety Admin
View, approve, or deny employee documentation	No	No	Yes
View insights	For their team only	No	No
View offices	Yes	Yes	Yes
View everyone's bookings	For their team only	No	No
Create delegate bookings	Yes	No	No
Cancel delegate bookings	Yes	No	No
Invite guests	Yes	Yes	Yes
View all published events	If event is "open"	If event is "open"	If event is "open"
Create events	No	Yes	No
Edit & manage all published events	No	No	No
View, edit & manage events they have created	No	Yes	No
View & edit draft events	No	If Event Organizer for event	No
View who has RSVP’d	Yes	Yes	Yes

Managing Roles

User roles can be managed by Global Admins from any user's profile in Kadence.

If you’re unsure which role is appropriate for a user, follow this general guidance:

Use Employee for most users
Use Coordinator for operational support roles, such as secretaries
Use Building Admin for office-specific management to help manage resources and neighborhoods
Use Global Admin sparingly
Add Team Manager or Event Organizers only when needed