User roles, data access and data retention

Applicable plans: ❎ The free plan, ❎ The complete plan

This article describes the different roles a user can have with Waldo, which data they can access and how to change the data retention period.

1 - User roles

Name	Description	What they can do	Prerequisites
Waldo user	Users who use the Waldo app in Microsoft Teams	Depending on the version they use: Reserve a desk Reserve parking See the area occupancy See where their colleagues are Display the map	Microsoft Teams user Waldo application installed
Waldo administrator (Entity, Building, Area, Office, Licensing owners)	Users who manage and configure the Waldo application. More info here.	Full access to Waldo admin portal: Manage offices, areas, desks Manage maps Manage licenses Manage users Manage WFH policies Access the Power BI app	Member of the Waldo administrator list

Name	Description	What they see
Waldo user	Can see where their colleagues are: 5 weeks forward 4 weeks backward
Waldo administrator	Can view and modify reservations and locations: 9 weeks backward 3 days forward by default
Waldo administrator	With the Power BI app, can access full read-only history since installation.

You can change the data retention period.

By default, we keep history from when Waldo was installed. You can also choose from: 3, 6, 12, 24, or 36 months.

Go to the Waldo portal, click on Global Settings, then Data Retention.

If no changes are detected for 6 months, we automatically delete your data.

As explained in our architecture and data policy, we do not store any user-identifiable information (no emails or names).