TABLE OF CONTENTS
USER MANAGEMENT
This article describes how to manage user data via the Data Management Utility.
(Note: you must first install the DMU on your computer and be of the Administrator role in Reserve)
ADDING NEW USERS
To Add New Users to a Reserve instance, you will need to log in to the DMU and download the New Users Template, complete the required (and optional) columns and upload the template into the Data Management Utility. Once uploaded, we recommend to check the DMU Add User log to confirm success or determine any issues.
Necessary User Rights
Please note, you must have the right to Create Users in order to upload new Users into Reserve.
New Users Template
When the you open the New Users Template you will see the following column headers:
- Last Name
- First Name
- Middle Initial
- Preferred Name
- Primary Email Address
- Password (Optional)
- Status
- Private Profile?
- Language
- Location
- Department
- Title
- Work Phone
- Mobile Phone
- Additional Email Address
- User Role
- User Group(s)
- Badge Credentials
- SAML Credentials
- Maximum Days in Advance for Reservations
- Maximum Number of Simultaneous Workspace Reservations
- Bump
- Make Assets Available When Bumped
- Auto Bump
- Make Assets Available When Auto Bumped
- Gap Conflicting Workspaces
- Location Preference
- Asset Category Preference
- {Phone Information}
- Employee ID
- Organization Code
- Business Unit
- Primary Workspace
- Primary Workspace Location
- Collaboration Space Default Start Time Preference
- Collaboration Space Default End Time Preference
- Workspace Default Start Time Preference
- Workspace Default End Time Preference
- Health and Wellness Default Start Time Preference
- Health and Wellness Default End Time Preference
- Max workspace days/week allowed
- Receive Reservation Confirmation
- Receive Reservation Updated
- Receive Reservation Reminder
- Receive Reservation Canceled
- Receive Reservation Canceled by an Administrative User OR by the Application
- Receive Reservation Canceled by the Application due to failure to Check In
- Receive Reservation Cancellation Warning
- Receive Request Approved
- Receive Request Denied
- Receive Check In Successful (for Presence Events Only)
Required Columns
- Last Name
- Text Only
- First Name
- Text Only
- Primary Email Address
- Alphanumeric
- Status
- Active or Inactive only
- Language
- English is the most commonly used entry
- Location
- This must match case sensitive to a location in your Reserve
- User Role
- This must be one of the four roles in Reserve: Registered User, Community Manager, Manager or Administrator
- User Group
- This must match case sensitive to an existing User Group in Reserve
- This entry must follow a specific format: {{`User Group Name`}}
- Maximum Days in Advance for Reservations
- Numerical (1 or greater)
- Note: A value of "0" will not allow the user to create reservations.
- Maximum Number of Simultaneous Workspace Reservations
- Numerical (1 or greater)
- Bump
- TRUE or FALSE
- Make Assets Available When Bumped
- TRUE or FALSE
- Auto Bump
- TRUE or FALSE
- Make Assets Available When Auto Bumped
- TRUE or FALSE
- Gap Conflicting Workspaces
- TRUE or FALSE
Once the new User has been added to the Reserve, then you will be able to change these values as well as add additional information about the User if you would like to.
Optional Columns
If you wish to provide additional information about the User in the New User Template, you may do so using the optional columns. Please note, the following columns must include one (1) of the values listed below, unless otherwise noted:
- Private Profile
- True
- False
- Location
- Please provide the name of one of the Locations in the Reserve.
- Department
- Accounting
- Administration
- Advertising
- Business Development
- Communications
- Community Affairs
- Facilities Management
- Finance
- Fleet Operation
- Human Resources
- Information Technology
- Legal
- Logistics
- Marketing
- Operations
- Other
- Production
- Public Relations
- Purchasing
- Real Estate
- Research and Development
- Retail
- Risk Management
- Safety & Quality
- Special Projects
- Title
- Administrator
- Adviser
- Analyst
- Assistant
- Associate
- CEO
- CFO
- Consultant
- Contractor
- Coordinator
- Counsel
- CTO
- Developer
- Director
- Editor
- Engineer
- Executive
- Intern
- Liaison
- Manager
- Other
- Partner
- President
- Principal
- Project Manager
- Specialist
- Technician
- Vice President
- Location Preference
- Provide the name of one of the Locations in the Reserve.
- Asset Category Preference
- Collaboration Space
- Workspace
- Equipment
- Service
- Parking
- {Phone Information}
- Only for Cisco Phone Switching Integration
- Employee ID
- Alphanumeric
- Organization Code
- Alphanumeric
- Business Unit
- Alphanumeric
- Primary Workspace
- Valid workspace name
- Primary Workspace Location
- Valid location name
- Collaboration Space Default Start Time Preference
- Numeric
- Collaboration Space Default End Time Preference
- Numeric
- Workspace Default Start Time Preference
- Numeric
- Workspace Default End Time Preference
- Numeric
- Health and Wellness Default Start Time Preference
- Numeric
- Health and Wellness Default End Time Preference
- Numeric
- Max workspace days/week allowed
- Numeric
- Receive Reservation Confirmation
- TRUE/FALSE
- Receive Reservation Updated
- TRUE/FALSE
- Receive Reservation Reminder
- TRUE/FALSE
- Receive Reservation Canceled
- TRUE/FALSE
- Receive Reservation Canceled by an Administrative User OR by the Application
- TRUE/FALSE
- Receive Reservation Canceled by the Application due to failure to Check In
- TRUE/FALSE
- Receive Reservation Cancellation Warning
- TRUE/FALSE
- Receive Request Approved
- TRUE/FALSE
- Receive Request Denied
- TRUE/FALSE
- Receive Check In Successful (for Presence Events Only)
- TRUE/FALSE
Once you are done making changes to the New User Template save it as a .csv file and close it.
Uploading New Users
When you are ready to upload the Add New Users file, click on the UPLOAD NEW USERS button in the Data Management Utility. Find the Add New User .csv file you just saved and confirm the selection. The Data Management Utility will begin processing the New User file. Once the data has been processed a report will be generated and will automatically be added to the Add New Users Reports’ folder. This report will explain exactly which Users were successfully added to the Reserve and which could not be added to the Reserve. If a User cannot be added there will be a message in the report which explains why the User could not be added.
Unless the notification has been disabled by Tango, each of the newly added Users will receive an email letting them know they have been added to the Reserve. If the new User was created without a Password, then this email will include a link to the Set Up New Account Page so that they can complete the registration process. If the new User was created with a Password, then this email will be for information purposes only and the User will not be required to take any additional action.
MODIFYING EXISTING USERS
To Modify Existing Users in a Reserve you will need to download the User Data, make the necessary changes and then Upload the User Data into the Data Management Utility.
Necessary User Rights
Please note, you must have the following Right to download the User Data:
- Manage Users
You must also have the following Rights to upload the User Data:
- Manage Users
- Manage Another User’s Name
- Manage Another User’s Department and Title
- Manage Another User’s Role
- Manage Another User’s Business Rules
- Assign Another User to User Groups
- Manage Another User’s Credentials
- Create Reservations for Another User & Manage Another User's Reservations
- Please note, this Right is required when a User is made inactive and they have one or more Reservations.
- When a User is made inactive, their Reservations are cancelled.
- Only Users who have the Right to Create Reservations for Another User or Manage Another User’s Reservations can cancel another User’s Reservations or initiate a process that automatically cancels another User’s Reservations.
User Data Template
When you open the User Data file you will see the following column headers:
- User ID
- Last Name
- First Name
- Middle Initial
- Preferred Name
- Primary Email Address
- Status
- Private Profile?
- Language
- Location
- Department
- Title
- Work Phone
- Mobile Phone
- Additional Email Address
- User Role
- {User Group(s)}
- Badge Credentials
- SAML Credentials
- Maximum Days in Advance for Reservations
- Maximum Number of Simultaneous Workspace Reservations
- Bump
- Make Assets Available When Bumped
- Auto Bump
- Make Assets Available When Auto Bumped
- Gap Conflicting Workspaces
- Location Preference
- Asset Category Preference
- {Phone Information}
- Employee ID
- Organization Code
- Business Unit
- Primary Workspace
- Primary Workspace Location
- Collaboration Space Default Start Time Preference
- Collaboration Space Default End Time Preference
- Workspace Default Start Time Preference
- Workspace Default End Time Preference
- Health and Wellness Default Start Time Preference
- Health and Wellness Default End Time Preference
- Max workspace days/week allowed
- Receive Reservation Confirmation
- Receive Reservation Updated
- Receive Reservation Reminder
- Receive Reservation Canceled
- Receive Reservation Canceled by an Administrative User OR by the Application
- Receive Reservation Canceled by the Application due to failure to Check In
- Receive Reservation Cancellation Warning
- Receive Request Approved
- Receive Request Denied
- Receive Check In Successful (for Presence Events Only)
All of the Users currently saved in the Reserve will be displayed in the User Data file and the information for each of these Users will be displayed in the above listed columns. Please note, Users who have been Archived will not be displayed in the User Data file. You may change any of the information that is displayed in the User Data file.
Required Columns
Please note, the following columns are REQUIRED for each User in the Reserve:
- User ID
- Last Name
- First Name
- Primary Email Address
- Status
- Language
- User Role
- Maximum Days in Advance for Reservations
- Maximum Number of Simultaneous Workspace Reservations
- Bump
- Make Assets Available When Bumped
- Auto Bump
- Make Assets Available When Auto Bumped
- Gap Conflicting Workspaces
If you remove the existing information that is displayed in any of these columns and do not replace it with valid data, the update will fail, and the User record will not be updated. Please use the following guidelines and/or values when filling out the required columns:
- User ID
- As a best practice, never change the User ID because it is automatically generated by the application, and is not something that can be managed by a User.
- Primary Email Address
- If you wish to change the Primary Email Address, please make sure it is in the proper format (i.e. user_name@company.com). Once the User Data is uploaded, the application will check to make sure the email address is unique to all system Users. If the email address is in the correct format and is unique across the platform then the User will be sent an email letting them know that their email address has been changed and how to log into the application.
- Status
- Active
- Inactive
- Language
- English
- English – GB
- User Role
- Administrator
- Manager
- Community Manager
- Registered User
- Maximum Days in Advance for Reservations
- Please make sure a number is listed in this column.
- As a best practice, please enter a number greater than zero (0).
- Maximum Number of Simultaneous Workspace Reservations
- Please make sure a number is listed in this column.
- As a best practice, please enter a number greater than one (1).
- Bump
- True
- False
- Make Asset Available When Bumped
- True
- False
- Auto Bump
- True
- False
- Make Asset Available When Bumped
- True
- False
- Gap Conflicting Workspaces
- True
- False
Optional Columns
The other columns displayed in the User Data file house optional User fields, which means that you can remove any existing information displayed in these columns, leave these cells blank and/or add different information to these cells and the User record will be updated, provided no other errors are discovered. Please note,
- Any data that is removed in the User Data file will no longer be part of the User record.
- Any data that is added to the User Data file will be added to the User record.
- Any data that is changed in the User Data file will be changed in the User record.
If you choose to change any of the information in the following columns you should be aware that these columns must include one (1) of the values listed below, unless otherwise noted:
- Private Profile
- True
- False
- Location
- Please provide the name of one of the Locations in the Reserve.
- Department
- Accounting
- Administration
- Advertising
- Business Development
- Communications
- Community Affairs
- Facilities Management
- Finance
- Fleet Operation
- Human Resources
- Information Technology
- Legal
- Logistics
- Marketing
- Operations
- Other
- Production
- Public Relations
- Purchasing
- Real Estate
- Research and Development
- Retail
- Risk Management
- Safety & Quality
- Special Projects
- Title
- Administrator
- Adviser
- Analyst
- Assistant
- Associate
- CEO
- CFO
- Consultant
- Contractor
- Coordinator
- Counsel
- CTO
- Developer
- Director
- Editor
- Engineer
- Executive
- Intern
- Liaison
- Manager
- Other
- Partner
- President
- Principal
- Project Manager
- Specialist
- Technician
- Vice President
- User Group(s)
- Provide the name of one or more User Groups in the Reserve with which the User should be associated.
- When entering more than one User Group, surround each User Group with curly brackets { }, separate each User Group with commas and surround the entire data set with curly brackets { }
- For example: {{User Group 1}, {User Group 2}, {User Group 3}}
- Location Preference
- Provide the name of one of the Locations in the Reserve.
- Asset Category Preference
- Collaboration Space
- Workspace
- Equipment
- Service
- Parking
The remaining selections follow the same format rules as described in the "Add User" template.
Once you are done making changes to the User Data Template as a .csv file and close it.
Uploading Modified Users
When you are ready to upload the User Data file, click on the UPLOAD USER DATA button in the Data Management Utility. Find the User Data .csv file you just saved and confirm the selection. The Data Management Utility will begin processing the User Data file. Once the data has been processed then a report will be generated and will automatically be added to the Modify Existing Users Reports’ folder. This report will explain exactly which Users were successfully modified in the Reserve and which could not be modified in the Reserve. If a User cannot be modified there will be a message in the report which explains why the User could not be modified.
ARCHIVING EXISTING USERS
To Archive (Delete) Existing Users in the Reserve you will need to download the Archive Users Template, fill it out and then Upload the template to the Reserve. Please note, this action cannot be undone.
Necessary User Rights
Please note, you must have the following Rights to use this page:
- Archive Users
- Create Reservations for Another User or Manage Another User's Reservations
- Please note, this Right is required when a User is archived and they have one or more Reservations. When a User is archived, their Reservations are cancelled. Only Users who have the Right to Create Reservations for Another User or Manage Another User’s Reservations can cancel another User’s Reservations or initiate a process that automatically cancels another User’s Reservations.
Archive Users Template
When you open the Archive Users Template you will see the following column headers:
- Email Address
- Archive?
Required Columns
Both the Email Address and the Archive Columns must be completed for each User who is to be archived in the Reserve.
The Archive? Column must include one (1) of the following values:
- Yes
- No
Once you are done making changes to the Archive Users Template as a .csv file and close it.
Uploading Archived Users
When you are ready to upload the Archive Users file, click on the UPLOAD ARCHIVED USERS button in the Data Management Utility. Find the Archive Users .csv file you just saved and confirm the selection. The Data Management Utility will begin processing the Archive Users file. Once the data has been processed then a report will be generated and will automatically be added to the Archive Users Reports’ folder. This report will explain exactly which Users were successfully archived in the Reserve and which could not be archived in the Reserve. If a User cannot be archived there will be a message in the report which explains why the User could not be archived.
Users who are archived will no longer be able to access the application nor will they be displayed in the Users Table of the Settings Page. Additionally, Reservations that are owned by a User who has been archived will automatically be Cancelled by the application. You will still be able to report upon the User and their Reservations, however, even after they have been archived.
IMPORTANT LINKS
Data Management Utility - General Information
Data Management Utility - Managing Locations
Data Management Utility - Managing Assets
Data Management Utility - Reports
Data Management Utility - FAQs
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