The Administrators feature in Optix allows you to delegate management of your organization to trusted team members. Whether you want to give your community manager access to member data, allow your accountant to manage invoices, or restrict front-desk staff to reception-level permissions, Optix lets you control admin roles and access levels with flexibility.
Adding multiple admins helps you:
Delegate responsibilities: Share access across your management team
Maintain control: Limit access to sensitive settings through role-based permissions
Streamline operations: Assign clear admin ownership by location or function
Improve communication: Route support inquiries directly to the right admin contact
Note: Only the 'Owner' admin(s) will have permissions to add, edit, or remove other administrators in your dashboard. |
How Administrators work?
How Administrators work?
In Optix, administrators are managed using role-based access.
Each administrator is assigned an admin role
Admin roles determine what an admin can view, manage, or configure
Roles range from Owner (most access) to Reception (least access)
Only Owner admins can manage other administrators
Admin permissions apply at the organization level, unless otherwise controlled by location-specific settings.
You can review the exact permissions for each role at any time under:
Settings > Admins
How to understand the different admin roles?
How to understand the different admin roles?
In Optix, you have the option to add administrators in with varying levels of access, depending on their role with your organization. At the moment, we offer four different roles to assign, listed below from most access to least access:
Owner: The role of the owner is to oversee all aspects of the organization’s usage of Optix. The owner also have the ability to access and edit all features in Optix, including admin management (adding and removing admins).
Manager: The manager, much like the owner, has access to almost all the Optix features, excluding admin management. A managerial role would take care of bookings, invoicing, and other essential tasks to keep the business running smoothly.
Client Representative: The client representative has less control and access to administrative tasks, such as general settings, and management of payment and users/teams. However, the client representative does have access to the user list, and can communicate with users through the Community Feed and messaging. They can also set custom properties for users to fill out.
Reception: The reception role has the least amount of access to the dashboard, but still has access to the user list and bookings to best assist those booking desks and meeting rooms in your space. They can also reach out to users via the messaging feature.
You can also designate the primary admin for each location using the Primary Contact field under Settings > Locations under Organization > [Location Name].
Make sure you and your fellow administrators are clear on...
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How do I add administrators to my Optix dashboard?
How do I add administrators to my Optix dashboard?
Click Settings from the left-hand menu
Scroll down to the Administration sections and click Admins
Click Add Admin from the top right corner
Type in the email address of the admin, select their admin role, and click Save. They will receive an email notification.
How do I edit administrators in my Optix dashboard?
How do I edit administrators in my Optix dashboard?
Click Settings from the left-hand menu, then click Admins under Administation
Hover over the admin you would like to alter, then click Edit
Specify the new role for the particular admin and click Save
How do I remove administrators from my Optix dashboard?
How do I remove administrators from my Optix dashboard?
If one of your admins no longer works at your organization, follow the steps below to remove them from your dashboard.
Click Settings from the left-hand menu, then click Admins under Administration
Hover over the admin you would like to remove, then click Edit
Click Delete Admin
How to set my primary and additional contacts
How to set my primary and additional contacts
Set a primary admin for each location using the Primary Contact field at Settings > Organization > Locations > [Location Name] > Contact info. This person will appear under Contact Admin in the mobile app.
You can also assign one or more additional contacts for each location. Additional contacts will automatically:
Be added to Support Chat when a user from that location reaches out
Receive notifications alongside your primary contact
Note: To learn how users can reach your team in the app and how Support Chat works, see here.
FAQs
FAQs
Who can add, edit, or remove administrators?
Only Owner admins.
Can I change an admin’s role later?
Yes. Owner admins can update admin roles at any time.
Does removing an admin delete any data?
No. Removing an administrator only removes their access to the Optix dashboard.
Troubleshooting
Troubleshooting
I don’t see the Admins section in Settings
Confirm you are logged in as an Owner admin
Non-Owner admins do not have access to admin management
I can’t edit or remove an administrator
Only Owner admins can manage administrators
Contact an existing Owner admin if access is needed
Need more info on Settings?