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Yardo’s access control model is designed to be flexible and scalable, supporting unlimited users, built-in and custom roles, permission overrides, and location-specific access where applicable.

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How User Access Works in Yardo

User access in Yardo is defined by three layers:
  1. Roles – Define a baseline set of permissions
  2. Permission Overrides – Grant additional permissions on top of roles
  3. Scope – Determine whether access applies organization-wide or to specific locations
This layered approach allows organizations to model real operational respo nsibilities without creating excessive roles.

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Standard Roles

Yardo provides a small set of standard roles that cover the most common access patterns.
  • Admin – Full administrative access across the organization
  • Planner – Manage appointments and scheduling operations
  • Viewer – Read-only access to schedules, appointments, and operational data
Admin access is organization-scoped. Admin users automatically have access to all locations and cannot be restricted to individual facilities.

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How to Invite a User

New users are invited by an administrator and receive access via email. To invite a user:
  1. Navigate to Settings → Team
  2. Click Invite user
  3. Enter the user’s email address
  4. Select a role
  5. Assign one or more locations (if applicable)
  6. Send the invitation
Once the invitation is accepted, the user gains access based on the assigned role and locations.
Yardo supports unlimited users per organization. There are no seat limits.

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How Location Assignment Works

For non-admin users, access can be scoped to one or more locations.
  • Planner and Viewer roles can be limited to specific locations
  • Users may have access to multiple locations
This allows organizations to restrict operational visibility and actions to only the facilities a user is responsible for.

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How to Create and Manage Custom Roles

Custom roles allow administrators to define access that matches their organization’s exact operational needs. To create or manage roles:
  1. Navigate to Settings → Roles
  2. View existing system roles and custom roles
  3. Click Create role to define a new custom role
  4. Provide a name, key, and optional description
  5. Select the permissions to include
  6. Save the role
The role key is used in API calls and integrations. Keys must be unique and use lowercase letters and underscores.
Custom roles can be reused and assigned to users in the same way as standard roles.

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How Permission Overrides Work

Permission overrides allow administrators to grant additional permissions to a specific user without modifying their assigned role. Overrides always apply on top of the user’s existing role permissions. To grant a permission override:
  1. Open the user’s profile
  2. Navigate to Permission Overrides
  3. Select the scope (all assigned locations or a specific location)
  4. Search for the permission
  5. Click Grant
Overrides are explicit and auditable, making them suitable for exceptions or temporary access.

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When to Use Roles vs Overrides

  • Use standard roles for common access patterns
  • Use custom roles when multiple users require the same non-standard permissions
  • Use permission overrides for one-off or temporary access needs
This approach keeps access control manageable and avoids role sprawl.

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Summary

Yardo’s access control model combines organization-scoped administration, location-based operational roles, custom roles, and permission overrides. This structure allows organizations to scale user access confidently while maintaining security, clarity, and operational control.