Booking on behalf of external users

This article explains how booking on behalf of external users works.

It is possible to book spaces on behalf of external users, for example, visiting clients, partners, interns, or colleagues from other locations that do not use YAROOMS. 

The process is based on:

  • A system role - External (can be edited on Settings → Manage Users → Roles)

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By editing the role, you can define which spaces in your office can be booked for external users.

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  • A system user group called "External" (Settings → Manage Users → Groups). The External role is assigned to it automatically.


By adding your users to the External group, you can enable them to book spaces meant for external users. Users in your organization will simply need to select Book for → External when making a booking and provide the visitor's details to complete the reservation.

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External users will appear in your workplace analytics reports as well as in the Settings → Manage Users section, but they cannot be edited.

External users will not be able to log in to YAROOMS. However, if they receive a user account invite or are added to the account through some other method (automated user provisioning, manual upload), they will no longer be Externals, but full-fledged users.