2.03 Add Users and Groups

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In LabArchives Scheduler, anyone with the role of User or Admin can reserve resources that have been given access to. A user can be added to an Organization by any Application Admin or Resource Admin. To add users to your organization, click on “Application Management” (or “Responsibilities” if you are a Group Admin) from the top menu bar and select “Users” as shown below.

By Clicking the triple dot menu, you can add users in one of three ways: Invite User, Import User, or Add User.

1. Invite Users

The Invite Users option allows you to send an email invitation to one or more users. These individuals will receive an email with subject “*NAME* has invited you to join LabArchives Scheduler”. When users click through on the link labeled “To accept this invitation, click here”, they will be sent to the Register New Account form. Here, they can specify their username, email, password, and other personal information. Once the form is filled out, the user clicks Register and is then brought into your LabArchives Scheduler Organization.

2. Import

Many users can be added to your organization simultaneously via the Import option. You can import a CSV file of User information.

For a guide on how to correctly format your CSV file, click Get Template, and an example CSV file will download to your machine.

Note: The Username and Password fields are required. If no password is assigned for any user, the default password (“password”) will be assigned. For security, it is recommended to update the default passwords. To learn how to change a password, click here.

3. Add User

If you select Add User, you will be able to specify all information for this user (including their password) from your end manually. You are required at minimum to indicate the individual’s username, email, first and last name, and password when adding a new user individually. You can also specify other information about your User, including any Custom Attributes that you have set up. The Add User form appears below:

Manage Users

The Users page will show everyone that is part of your organization. On the right side of each row, there are some settings that can be configured.

Status

If a user is listed as “Active” they can login and access LabArchives Scheduler. An inactive user will not be able to use their account at all, and will receive the message that their account credentials are incorrect at the login screen. To toggle a user’s status, click on “Active” or “Inactive” under the status column.

If you are a Premium user, any users added in excess to the number of seats you’ve purchased for your subscription will be set to inactive in your Organization indefinitely until you purchase more seats. For example, if I have a premium LabArchives Scheduler subscription for 20 seats, but add 25 users to my Organization, the last 5 users I added will all have inactive accounts until I purchase 5 more seats.

Credits: With the Premium version of LabArchives Scheduler, you can view the history of a specific User’s Credit Purchases. To learn more about Credits, Click Here.

Actions: You can also modify a user’s permissions, Groups, and Password via the down-arrow icon, which is the right icon under the Actions column. Clicking this icon reveals a drop-down menu with several choices. These choices are detailed below:

  • Edit – update the user account information, including username. This is the same screen that appears if you click the pencil icon under the Action column
  • Permissions – assign access settings for specific resources. Permissions for Resources can also be managed at the Group Level.
  • Group – assign individual user to one or more groups. To learn more about Groups, Click Here.
  • Reservations – view user’s existing reservations
  • Change Password – Change the user’s password; this may be useful if the user has forgotten this or is having issues with login.

Remove Users

A user can be removed by clicking the red trashcan icon on the right of their row in the User Screen. To remove many users at once, check the checkbox on the far-right of the row for each applicable user. Then, click the red trashcan icon that appears at the bottom of the user table.

Note: Removing a User is permanent and Deleting a user will remove all their past, current, and future reservations from your Organization

Groups

Groups are used to assign access to multiple individuals at once and to grant admin rights. If someone is helping you setup LabArchives Scheduler, it’s recommended to setup groups first.

To add users to your organization, click on “Application Management” (or “Responsibilities” if you are a Group Admin) from the top menu bar and select “Groups” as shown below.

Create a Group

1. Provide a name for the group

2. If new users should be automatically added to this group, click the checkbox

3. Click “add”

Once your group is created, it will appear in the table below. Under the Actions column of this table, you can change the group name via the pencil icon, or delete the group via the red trashcan icon.

Add Group Members

To add Group Members to your group, click Manage under the “Group Members” column.

In the window that appears, you can find specific users and add them to the group quickly by typing out their name or email address. Alternatively, you can browse through all users in your Organization and add them to the Group from this list by clicking “Browse,” as shown below.

Group Permissions

To grant all members of a Group access to one or more specific resources, click “Change” under the Permissions column. For each resource, you can specify that the group’s access as None (they will not see the resource at all), Full Access (ability to reserve), or View Only (they can view the resource(s), but cannot reserve them).

To quickly assign the same Permissions to a single group for all Resources, click one of the blue links (None, Full Access, or View Only) at the top of the Permissions window.

Group Roles

It is possible to grant members of a Group some or all Administrative privileges by granting one or more Roles to that group. To do this, click on “Change” in the Group Roles column.

Group Admin: Anyone with the Group Admin privilege only will see the “Responsibilities” dropdown at the top of their LabArchives Scheduler screen.

This dropdown will give them the ability to add new Users and Groups using all the features described above. Group Admins can also browse through all Group Wide reservations (for groups they control) via the “Group Reservations” option. Finally, Group Admins can generate Reports and send Announcements to other members of the Organization.

A Group Admin will become the Administrator of any Group they create. However, for a Group Admin to control any group that existed before they were given this Role, their Group Admin group will have to be added manually as the Administrator of these pre-existing groups. This can be done by the App Administrator under Application Management–> Groups, under the Group Administrator column. Click “Choose” under this column and select the appropriate group from the drop-down in the window to assign new Group Admins to pre-existing groups.

Application Admin: The Application Admin role has full administrative privileges. Anyone this role will see the Application Management drop down at the top of their LabArchives Scheduler screen.

This drop down gives them the ability to add and configure Users, Groups, Resources, and Schedules. App Admins also have the ability to send Announcements, set up Blackout times, and access the Application Configuration screen (white gear icon in the upper right corner).

Note that, when you personally create an account in LabArchives Scheduler (without being added or invited to a pre-existing Organization, you become the App Admin for your own Organization. If this is not what you wanted, and your account needs to be moved to a pre-existing Organization, please contact Support at support@labarchives.com.

Resource Admin: Anyone with the Resource Admin only will see the “Responsibilities” drop down at the top of their LabArchives Scheduler screen.

This drop down gives the Resource Admin the ability to create and configure Resources. Resource Admins can also browse through the reservations for specific resources (for resources they control) via the “Resource Reservations” option. Finally, Resource Admins can generate Reports and send Announcements to other members of the Organization.

A Resource Admin will become the Administrator of any Resource they create. However, for a Resource Admin to control any Resource that existed before they were given this Role, their Resource Admin group will have to be added manually as the Administrator of these pre-existing Resources. This can be by the App Admin via Application Management –> Resources. A Resource Admin can be assigned to resources individually in the Resource Administrator field for a given resource, as shown in the screenshot below:

The Resource Admin can be added to pre-existing resources in Bulk using the Bulk Resource Update option. The Resource Administrator field in the Bulk Resource Update form can be seen in the below screenshot:

Schedule Admin: Anyone with the Schedule Admin only will see the “Responsibilities” drop down at the top of their LabArchives Scheduler screen.

This drop down gives the Schedule Admin the ability to create and configure Schedules. Schedule Admins can also browse through the reservations on specific Schedules (for Schedules they control) via the “Schedule Reservations” option. Finally, Schedule Admins can generate Reports, create Blackout times, and send Announcements to other members of the Organization.

A Schedule Admin will become the Administrator of any Schedule they create. However, for a Schedule Admin to control any Schedule that existed before they were given this Role, their Schedule Admin group will have to be added manually as the Administrator of these pre-existing Schedules. This can be by the App Admin via Application Management –> Schedules. A Schedule Admin can be assigned to Schedules individually in the Schedule Administrator field, as shown below.

Announcements

All Admins of all types can send an announcement in LabArchives Scheduler by selecting “Announcement” from the Responsibilities or Application Management dropdown menu, as shown below.

Announcements are a great way to notify everyone that a particular resource will be unavailable or about any upcoming changes relating to Resources and/or Schedules that your colleagues may need to know. Announcements that have already been sent can be viewed in the Dashboard, where the announcements section appears at the very top, as shown below:

Clicking this option brings you to the Announcements screen, as shown below:

The bare minimum that is required to make an Announcement is some string of text, some begin and end date, and some priority. The Announcement is created by clicking the “Add” button. Once your announcement is created, it will become visible as a row in a table below the Add Announcements panel.

Here, each announcement appears from top to bottom in order of increasing priority value. However, by clicking the Envelope Icon on the far right of the row for any announcement, under the action column, everyone to whom the Announcement is directed will receive an email containing the announcement text.

Simply filling out all required fields for an Announcement and clicking Add will send the announcement to all members of your organization. To limit the scope of an announcement, click “More Options”. This will expand two more fields which allow you to limit the scope of the announcement to members of specific User Groups, or to those with access to specific Resources. An elaboration of this is shown below: