How do I add a User Group?

Modified on Tue, 3 Mar at 1:09 AM

You can think of GROUPS as "containers" of Users and Assets to be used to restrict permissions. Users are assigned to one or more User Groups and each User Group is associated with one or more Asset Groups. User Groups are connected to Asset Groups through Permissions.

ASSET GROUPS - One or more Assets are assigned to an Asset Group.
- Example: HR Asset Group
- Contains offices and workstations allocated for the HR Department.
USER GROUPS - One or more Users are assigned to a User Group.
- Example: HR Users
- Contains people in the HR Department that have permissions to reserve the spaces in the HR Asset Group.

NOTE: Users in a User Group can have different Roles.

To create a new User Group, first log in to Reserve

Next, navigate to Settings from the Home Page.

Click on the Groups & Permissions tab

Click the User Groups option to the left of the screen.

Next, Click ADD A USER GROUP

You will now need to add details for your new User Group. Type in the Asset Group name in the User Group Name field (see screenshot below)

Click the Save button

You may now add users to your new User Group!

Next click on Permissions

Click the SELECT AN ASSET GROUP & DEFINE PERMISSIONS button

Search for the Asset Group you wish to assign to this user group, then select what permissions you wish to grant to the users that belong in this user group. In our example, we want the HR Users to be able to "reserve" the assets in the HR Asset Group.

Click Apply to save the setting.

The setting now shows that the users in this user group (HR Users) has the permission to reserve the assets in the HR Asset Group.

Other Settings:

You can follow the same steps should you with to add another permission for this user group as it relates another asset group.

For example: Perhaps Legal Department have their own asset group, and your workplace policy doesn't allow another department to reserve those spaces, but they can "request" them. Meaning, a Manager or Community Manager will need to approve the request. In this example, you can add the Legal Asset Group to the permissions settings for the HR Users, but in the permissions, select the permission to make a Request, versus Reserve.

Requirement for Admins

Any time you create a custom Asset Group, you must also create a custom user group for Administrators with permissions to manage the data in those asset groups (at a minimum). This ensures that you can manage the data in those assets.

The same is true if you have any assets that require approval outside of the Request Assets group. Make sure to create a user group that has the permissions to approve the request for those assets. This is especially true if the approvers are different from the Admins that will manage the assets.

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