This section can be accessed by clicking the "Users" link in the "Manage" section of the menu and it is accessible only to administrators.
Like any list in YAROOMS, the users list can be filtered by using the fields in the table header.
Every user account can be edited by the administrator, on click.
You also have the option to export your user list as a .csv file by clicking the button located in the lower right corner of the screen.
Creating a new user
First you need to click the "Add user" button on the list page. You will land on the "Add user" page.
On this page you enter the basic information of the user: first name, last name, email and password. The email and password are the credentials that the user is going to authenticate with.
The group you select here defines what access rights the users is going to have. For more details on groups, click here.
In the "Room ownership" field, you can select rooms that the user is owner of. Being owner means that he will receive booking notifications for those rooms and he can also approve, decline and modify any meeting scheduled in the room.
The location is the user establishment usually and also the default location the user sees after authentication. The rest of the fields are user preferences. Time format is used throughout the application and the default schedule screen offers the choices monthly, weekly and daily. If it is left as "Default" then the global organization setting is used.
After adding a user, the admin has the possibility of automatically sending an email to the newly created account with the credentials for authentication. This email can be skipped if desired.
Access levels
Depending on the user group to which a user is assigned they will have different access levels to the platform.
- Administrator is by default the first user created upon registration, but there can be any number of admins by assigning them to this group. They have access to the management section, where they can create rooms, locations, resources etc. Also they can modify any user's meetings and access billing information.
- Supervisor is a special type of user that has access to all of the rooms and can modify any user's meetings. They do not have access to the management section or the billing information.
- Tablet Service Accounts is a role meant specifically for pairing only with the YAROOMS Door Tablet app. It has administrative abilities as far as your room signage tablets are concerned. It can set-up a door signage tablet and pair this with a specific room and it can book / check-in / no-show / extend / end meetings directly from the YAROOMS Door app. This type of user cannot be used in the YAROOMS WebApp as it is intended solely for tablet management.
- Any other user group created by an administrator will have a limited number of options regarding the platform, excluding global settings / billing / reports / asset management abilities as well as most external integrations. They will be able to book /edit / cancel only their own meetings. They will be able to book/view rooms depending on the permission level granted to them by an administrator.
Import
Access the import screen by clicking the "Import Users" tab on the users list.
The import works with CSV files. The file containing the user information has 4 columns: first name, last name, email and password. Only the basic information is required to create a user via the import facility.
On the import screen, you will be able to choose the type of user that applies to all of the imported rows, the location, then upload the CSV file containing the user information. An example CSV file can be downloaded from this page to use as a reference.
The CSV file to be imported doesn't contain any headings, all the rows in it are user rows.
After clicking "Preview import" a list will be generated with the information in the CSV file. If any rows contain invalid information, they will be highlighted on this screen and you will need to amend the invalid rows.
If everything is OK, you can click "Proceed with the import" to create the users with this information.
A checkbox is available to avoid sending the registration emails to the newly created users if this is not desired.
Invite multiple Users to YAROOMS
To invite multiple users, simply go to Manage > Users, click on the "Invite Users" tab and then:
- Select the group they should belong to (you can change this later)
- Assign them to their default location
- Paste the list of emails (one per line) you wish to send invites to
- Hit Send Invites
YAROOMS will handle everything else - your users will go through the same process they would have if you had invited them one by one.
Status
For any reason pertaining to your company, certain users can be suspended / un-suspended from the Manage users window. Their names will be displayed in red during the suspension period.
While they are suspended, users will not have access to the YArooms platform. After they are un-suspended access will be available again and they will find all their meetings untouched (unless an administrator chose to expressly edit/cancel them).
ℹ️ Note: The total number of registered users (including users who are currently suspended) cannot exceed the maximum user limit of the billing plan you are on. Deleted users do not go towards this total count and neither do users who access the platform through the Guest user button.