User groups

Groups of users with the same permissions, authority, or responsibilities.

A user group makes it easier for you to manage big groups of users in the Resource Booking System (RBS) with the same permissions, authority, or responsibilities.

Each user should be in at least 1 user group, and can be added to multiple user groups.

Viewing and editing user groups

To view the list of user groups for your agency:

1. On the side navigation bar, select Users

2. Select User groups

You'll see a table with all the user groups in your agency. From this table, you can look for and edit a user group.

Default user group

Every agency has a default user group. When users are added to RBS, they're automatically added to this default user group. This gives them the permissions to make bookings for resources in the agency. You can identify your agency's default user group by its Default tag.

You should not remove users from the default user group. However, you can add them to other user groups.

Admin user group

All admins for your agency will be in an admin user group. This admin group can be identified by its Admins tag.

Users in the admin user group are agency admins. They’ll be able to access the RBS admin portal, manage users, bookings, and more.

To appoint new agency admins:

1. Look for your agency's admin user group

2. Select to view the user group

3. Select Edit under the List of admins in group section

4. Enter name or email address to appoint admins

If you appoint an agency admin without adding them to the default user group, they will not be able to make bookings for resources in your agency.

Creating user groups

You should also create user groups for users who have similar:

• resource and booking permissions (for example, temporary staff)

• responsibilities (for example, in charge of an additional service)

Resource permissions, booking window, and booking limits

You can use user groups to manage users who have similar resource and booking permissions.

Here’s an example:

Users	Resource permissions	Booking window	Booking limits
Temporary staff	Cannot make bookings for resources under the type Corporate Passes	Must make bookings for Meeting Rooms at least 3 days in advance	Can only make a maximum of 10 bookings every month
Permanent staff	Can make bookings for any resource	Can make bookings for Meeting Rooms at any time, without restrictions	Can only make 1 booking every month for resources under the type Corporate Pass

To assign these permissions, you'll have to add the temporary staff into 1 user group, and the permanent staff into a separate user group. When creating the user group, you’ll be able to configure these on the Permissions and settings page.

If a user is in multiple user groups, the most relaxed permissions will apply. For example, if User Group A allows booking of selected resources and User Group B allows booking of all resources, a user in both groups will be able to book all resources.

You can also configure booking window settings based on resource subtype or a specific resource. However, the settings applied to the user will always take priority.

Users in charge of additional services

You can use user groups to manage users with similar responsibilities. For example, if a team of 5 users are responsible for handling the additional service Beverages, they should be added to a user group. This ensures all 5 users will receive notifications whenever a user makes a booking with a Beverages service request.

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More about users

Users

• Viewing and editing users

• Creating users