--- title: "Hosts & access: admin roles and permissions" description: Set up admin roles in ArrivalsHQ so reception, team leaders and admins each get the right access, with example roles and every permission explained. --- [Skip to content](https://knowledgebase.clearooms.com/hosts-access-admin-roles-and-permissions#main-content) ![Colour Transparent](https://knowledgebase.clearooms.com/hs-fs/hubfs/Colour%20Transparent.png?width=1672&height=313&name=Colour%20Transparent.png) Open main navigation Close main navigation - [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) How can we help you? - There are no suggestions because the search field is empty. 1. [Clearooms Knowledge Base](https://knowledgebase.clearooms.com/?hsLang=en-gb) 2. [Arrivals HQ](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb) 3. [Hosts & notifications](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#hosts-notifications) # Hosts & access: admin roles and permissions ## Decide who can manage visitors, kiosks and settings Roles control what each person can see and do in ArrivalsHQ. You might want reception to log deliveries and run evacuations, team leaders to manage their own team’s attendance, and only a few admins to change journeys or kiosk settings. ArrivalsHQ uses the same roles and permissions as the rest of Clearooms, with its own ArrivalsHQ section of permissions. **Before you start** You need permission to edit roles. This is the **Edit roles** permission, which admins have by default. Changes to a role apply to everyone who has that role, so check who is affected before you change it.   **1. Open Roles & Permissions** In the Clearooms portal, select **Settings** in the top menu, then the **Account** tab, then **Roles & Permissions** in the left-hand menu. The Roles table shows each role and how many users have it. Select the number to see who has the role, the pencil icon to edit it, or the bin icon to delete it. ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-12-2026-11-10-57-0254-AM.png?width=1102&height=405&name=image-png-Nov-12-2026-11-10-57-0254-AM.png)  **2. Create or edit a role** 1. Select **Create new role**, or the pencil icon next to an existing role. 2. Enter a **Name** and **Description**, for example Reception. 3. Under **Role Scopes**, open the **ArrivalsHQ** section and tick the permissions this role needs. Do the same for **Visitor Management** and any other areas. 4. Select **Update Role** to save, or **Cancel** to close without saving. Some permissions depend on others. These show a **Requires** note underneath. For example, **Log, collect and manage deliveries** requires **View deliveries**. ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-12-2026-11-12-01-6219-AM.png?width=497&height=522&name=image-png-Nov-12-2026-11-12-01-6219-AM.png)  **3. ArrivalsHQ permissions** The ArrivalsHQ section includes these permissions: | **Permission** | **What it allows** | | --- | --- | | **View arrivals analytics** | See insights, fleet health, safety and compliance coverage reports. | | **Edit kiosk branding and welcome screen** | Change the logo, colours and welcome screen options. | | **create and edit visitor journeys and visitor types** | Build and change sign-in journeys and the visitor type list. | | **Manage sign-in documents** | Upload and manage NDAs and agreements. | | **Edit the visitor badge design** | Change badge templates. | | **Manage badge printers and the print queue** | Set up printers and manage printing. | | **Manage arrivals kiosks** | Pair, configure and lock down kiosk tablets. | | **Manage multi-tenant reception groups and tenants** | Set up shared receptions for multi-tenant buildings. | | **Manage the host directory** | Add and remove hosts on the Hosts & access page. | | **View every staff member and their attendance** | See all staff and their sign-in status. | | **Update staff attendance and issue staff sign-in codes** | Change anyone’s status and give out sign-in codes. | | **Manage attendance, sign-in codes, PINs and badges for your own teams and direct reports only** | The same as above, limited to the person’s own team and direct reports. | | **View the arrivals activity log** | See sign-ins, badge printing and evacuations. | | **Edit arrivals notifications settings** | Change the Notifications settings. | | **View deliveries** | See deliveries. | | **Log, collect and manage deliveries** | Record and hand out deliveries. | | **View live evacuations and roll calls** | See an evacuation and roll call as it happens. | | **Start and manage evacuations** | Start evacuations and manage fire marshals, assembly points and drills. | | **View the visitor audit trail** | See the record of visitor activity. | | **Edit visitor privacy and data retention settings** | Change how long visitor data is kept. | | **Run and apply AI setup suggestions** | Use the AI suggestions to help set up ArrivalsHQ. | **ArrivalsHQ Permissions** ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-12-2026-11-21-22-2382-AM.png?width=640&height=656&name=image-png-Nov-12-2026-11-21-22-2382-AM.png)    **4. Visitor Management permissions**   The **Visitor Management** section controls which visitors a person can see and manage: - **View all visitors** and **Create and edit all visitors**: for reception and admins. - **View their visitors** and **Create and edit their visitors**: for hosts, so they can see and pre-register their own visitors. - **View visitors they created** and **Create visitors for anyone, edit only visitors they created**: for people who book visitors on behalf of others, such as assistants. - **Capture visitor ID documents at the kiosk** and **View captured visitor ID documents**: for ID scanning. Only give these to people who need them. **5. Example roles**   These are suggestions to get you started. Adjust them to suit how your reception works. | **Role** | **Suggested ArrivalsHQ and Visitor Management permissions** | | --- | --- | | **Receptionist** | View all visitors, Create and edit all visitors, View deliveries, Log, collect and manage deliveries, View live evacuations and roll calls, View the arrivals activity log. | | **Office or facilities manager** | Everything a receptionist has, plus kiosk branding, journeys and visitor types, sign-in documents, badges and printers, kiosks, the host directory, notification settings and evacuations. | | **Team leader** | View their visitors, Create and edit their visitors, and Manage attendance, sign-in codes, PINs and badges for your own teams and direct reports only. | | **Host (everyone else)** | View their visitors and Create and edit their visitors. |  **6. Set the default role and assign roles** Under **Select the organisation’s default role**, choose the role new users get automatically and select **Save**. In most organisations this is a basic role such as User. To give someone a different role, change it on their user record under **Settings \> Account \> Users**. Each host’s role is shown in the **Roles** column on the **Hosts & access** page. You can also add everyone with a role as hosts in one go. See the **Setting up hosts** guide.  **Tips** - Give people only the permissions they need for their job. - Keep ID document and data retention permissions to a small number of trusted admins. - Make sure fire marshals and reception can view live evacuations and roll calls. - Check how many users have a role before deleting or changing it. - Review your roles regularly, especially when people change jobs.     - [FAQs](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#main-content) - [General](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#general) - [Hosting & Security](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#hosting-security) - [Desk Booking](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#desk-booking) - [Meeting Rooms](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#meeting-rooms) - [Getting started](https://knowledgebase.clearooms.com/getting-started?hsLang=en-gb) - [General](https://knowledgebase.clearooms.com/general?hsLang=en-gb#main-content) - 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