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. To learn more about the different user roles and permission, go HERE!

NOTE: 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. 
NOTE:  This is especially important if you are a bundled client.

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

Finally, select "Location Permissions", give desired 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.

NOTE: 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 org is does not require these, the permissions will not be displayed within their User Access Permissions.

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.

Finally, select "Location Permissions", give desired 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 select Is Event Scheduler Admin.


NOTE: 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 org is does not require these, the permissions will not be displayed within their User Access Permissions.

Can Auto Approve Events? By checking this box (see attachment above), the Admin has the option to auto approve events when creating an event.
NOTE: 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 using COOLSPACE, SECURESPACE or INFOSPACE Integrations, then you can allow users to have access and manage these within the FACILITeSPACE Permissions.

ADDING CALENDAR VIEW ACCESS ONLY USER

If you select "Calendar View Access Only", the user will only have access and be able to view the internal calendar, once logged in. Add desired Location Permissions and SAVE!. 

NOTE: After any new user has been added, an automated email with a temporary password will be sent to the new user. Once they log in with their temporary password, they should go to "Profile" as shown in the attachment below to update their password, then SAVE.