Roles and Permissions — Mediacast CastControl

No group is needed to use a controller. A member of your staff who is assigned the CastControl app in your identity provider and mapped to an office by us can sign in and control that office's TV with no group or role at all. Everything on this page is about the admin portal, where your operations and IT people manage controllers, locations and users. If you only need people to control their own office TVs, you can stop reading here.

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1. How a role reaches us

You give a person a role in your own identity provider, and it arrives with their sign-in:

Names are matched exactly, including the capital C in MediaCast. The setup for each IdP is in the IdP setup section of this site.

Roles are re-read on every sign-in. Adding someone to a group grants the role at their next sign-in; removing them removes it at their next sign-in. There is nothing to change on our side.

Each role includes everything below it: an Operator can do everything a Viewer can, and an Admin can do everything an Operator can.

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2. Viewer — see everything, change nothing

A Viewer can open the admin portal and look at:

• Venues, locations (offices, suites, rooms), zones and groups.
• Endpoints (the players and displays) and their status.
• Controllers: the layouts that exist, where they are assigned, and how they render.
• Installed integrations (for example the Wipro Director adapter) and the integration catalogue.
• Live operations data: operator events, player profiles, suite lists, current controller sessions.
• Event types.

A Viewer cannot change any of it, issue codes, or send commands.

Good for: front-of-house leads, help-desk staff, anyone who needs to answer "what is this TV supposed to be doing?" without the ability to alter it.

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3. Operator — run the venue day to day

Operator is more powerful than its name suggests. Treat it as the working role for your venue operations team, not as a junior tier.

Everything a Viewer can, plus:

• Controllers: create, edit, publish and retire controller layouts; assign them to venues, locations or zones.
• Guest codes: issue QR codes for suites and revoke them.
• Office sign-in: create and remove the email-to-room mappings that let a staff member control their own office TV — and add or remove further rooms for a person who covers more than one (an office and a suite, say). Import a whole list of people and rooms from a CSV file, with a dry run that shows what would change before anything is written (the import only adds rooms; it never removes one). A Viewer can see which rooms a person has, but cannot run an import — not even a dry run, since its report lists every person and room in the file.
• Sessions: see who is connected to a controller, push a message to a participant, end a session.
• Endpoints: register and edit players and displays, and send them commands (power, input, channel, volume).
• Integrations: install an integration, and enable or disable an installed one.
• Suite data: import suite PINs and maintain per-player profiles for the venue's control system.
• Operations: acknowledge operator events (alerts raised by the platform).

An Operator cannot change an integration's connection settings (the control-system address and its master credentials), delete venues, locations, zones or groups, change branding, or see the audit log — those are Admin.

Good for: the people who run the building on event day.

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4. Admin — set the venue up, and take things down

Everything an Operator can, plus:

• Venue structure: create and edit venues, locations, zones and groups; bind and unbind a display to a location; delete venues, locations, zones and groups.
• Event types: create, edit and delete them, and set the active event type for a venue.
• Integration settings: configure an installed integration's connection — the control-system address and its master credentials. (Deliberately Admin only: these credentials reach every suite.)
• Branding: the logo, favicon and colours your staff and guests see.
• Monitoring: health, service-level indicators, adapter probe results; create and delete alert rules and alert destinations.
• Audit log: who did what, when.
• Tenant settings: your organisation's own settings; delete endpoints.
• Appliances: see the CastEdge appliances installed at your venues.

Deleting a location removes the people mapped to it. The email-to-office mappings behind office sign-in belong to their location: if a location is deleted, everyone mapped to it loses controller access at once, with no warning on the mapping itself. Rename or re-bind a location rather than deleting and recreating it.

Good for: the one or two people who own CastControl for your organisation.

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5. What only Mediacast can do

Some things are reserved for Mediacast staff and are not available to any customer role, whatever group a person is in:

• Creating organisations and tenants.
• Provisioning, licensing and decommissioning CastEdge appliances, revealing their bootstrap credentials, binding them to the network edge, and publishing appliance releases.
• Defining display types for the platform.

If you need one of these, contact support.

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6. Two things worth knowing

• Roles do not affect controllers or guests. A staff member's office controller works through their office mapping, and a suite guest's QR code works through the code. Neither involves a role. Taking away someone's Admin role does not stop them controlling their own office TV; unassigning them from the app does.
• The portal does not yet hide what your role cannot do. A Viewer may see an edit or delete button that, when pressed, is refused with a "forbidden" message. The refusal is real and enforced by the server; the button is not a sign the action would succeed. Role-aware screens are on our roadmap; the first is Users (people and their rooms), which shows a Viewer the list without the add, remove and import buttons.

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7. Amendment, 2026-09-27 — the CastControl roles

Alongside the three platform roles above, three CastControl roles describe what a person does with controllers rather than with the tenant. They sit beside Viewer/Operator/Admin — holding one grants none of the platform roles, and Admin does not include them — and they arrive the same way, as MediaCast- groups (Okta) or app-role values (Entra):

A person who holds more than one of these — an operations lead who also has an office TV, for instance — is asked which surface to enter after signing in: My controller, Suites or Administration. The choice is remembered on that device and can be changed from the menu.

8. Choosing groups: a suggested starting point