Adding Users and Permissions

Within the eSPACE Event Scheduler, there are three types of users (User, Sub-Admin, Admin) that have access to the dashboard and can add events. There is one additional user, Calendar View Access Only, who can only access and view the internal calendar and see details similarly to the ones they would see if they were to view the calendar on your website.

• To learn more about the different user roles and permission, go HERE!
• User permissions may look different based on your account plan (ex: Billing and Invoicing Admin is only shown, if you have subscribed to Billing and Invoicing).

Adding Basic Users and Permissions

To begin adding a new user and assign permissions:

• Go to Settings > Basic > Users
• Click Add New User
• Add the following required fields, as shown below.

Next, click on "User Access Permissions" and select "Has access to the Event Scheduler" only.

• This is especially important if you are a bundled client.

Integration Access

If you are also using COOLSPACE, SECURESPACE or INFOSPACE Integrations, then you can allow users to have access and manage these within the FACILITeSPACE Permissions section.

• If you later add COOLSPACE, SECURESPACE or INFOSPACE, then after you add that module to your subscription, you can go under each person's user permissions in Event Scheduler to grant them access so they can make overrides on events. If you also want to give users access to that module in FACILITeSPACE, then you can grant them access under Settings > Users in FACILITeSPACE. 

Finally, select which locations you want that user to have access to under "Location Permissions" and then SAVE! 

Adding Sub-admin users and Permissions 

• Go to Settings > Basic > Users
• Click Add New User
• Add the following required fields, as shown below.

• If your org requires Pre-Approval and/or Final Approval (based on Settings), you will have the option to give the Sub-Admin these permissions (see attachment below). If your organization does not require these, the permissions will not be displayed within their User Access Permissions.
• Read about Pre-Approval: General: Pre-Approval Process
• Read about Final Approval: General: Final Approval Settings

Should you decide to give a Sub-Admin permissions to pre-approve events, another option will be displayed, as shown below. For pre-approvals only, you restrict the user to only pre-approve one or multiple event categories. To do so, select the Is User Restricted to pre-approve certain Event Categories and then click inside the Category Restrictions to choose the desired event categories.

NEXT, be sure to assign the Approval Areas that you want the Sub-Admin to manage and approve items (Spaces, Resources, Services) within.

• Read about creating Approval Areas: Approval Areas

Integration Access

If you are also using COOLSPACE, SECURESPACE or INFOSPACE Integrations, then you can allow users to have access and manage these within the FACILITeSPACE Permissions section.

• If you later add COOLSPACE, SECURESPACE or INFOSPACE, then after you add that module to your subscription, you can go under each person's user permissions in Event Scheduler to grant them access so they can make overrides on events. If you also want to give users access to that module in FACILITeSPACE, then you can grant them access under Settings > Users in FACILITeSPACE. 

Finally, select which location you want that sub-admin to have access to under "Location Permissions" and then SAVE! 

Adding Admin Users and Permissions

• Go to Settings > Basic > Users
• Click Add New User
• Add the following required fields, as shown below.

NEXT, go to User Access Permissions and toggle on "Is Event Scheduler Admin".

If you also want to give access to the billing information in eSPACE to an admin you can also toggle on "Billing Contact". 

• If your org requires Pre-Approval and/or Final Approval (based on Settings), you will have the option to give the Admin these permissions (see attachment above). If your organization does not require these, the permissions will not be displayed within their User Access Permissions.
  • Read about Pre-Approval: General: Pre-Approval Process
  • Read about Final Approval: General: Final Approval Settings

Can Auto Approve Events?

• By checking this box, the Admin has the option to auto-approve events when creating an event.
  • When creating an event and within the Event Details page, the Admin will then have the option to check the box, as shown below, to auto-approve the event. If this box is checked when creating an event, the event will automatically be approved and bypass any Sub-Admins, not giving them the opportunity to approve their Approval Area.

Default Auto Approved On?

• By checking the box shown below, the Administrator automatically circumvents the normal workflow to auto-approve all events that they personally request.

Integration Access

If you are also using COOLSPACE, SECURESPACE or INFOSPACE Integrations, then you can allow users to have access and manage these within the FACILITeSPACE Permissions section.

• If you later add COOLSPACE, SECURESPACE or INFOSPACE, then after you add that module to your subscription, you can go under each person's user permissions in Event Scheduler to grant them access so they can make overrides on events. If you also want to give users access to that module in FACILITeSPACE, then you can grant them access under Settings > Users in FACILITeSPACE. 

 

Adding Calendar View Only Users

If you select "Calendar View Access Only", the user will only have access and be able to view the internal calendar, once logged in. They will not have a dashboard and will not be able to add events or see all the setup details on events on the calendar.

After you toggle on "Calendar View Only", under Location Permissions toggle on what locations you want them to see events for on the calendar and then SAVE!

After You Add a New User