Adding New Users and Understanding User Types

This article provides guidance on adding new users, delineates user types, outlines their capabilities, and elucidates the process of elevating them to super users.

1. Adding new users

2. Types of users

3. Managers


1. Adding new users

Manual user provisioning can be performed in three ways:

  • "Add+" a single user

    In order to do this, you must go to Settings → Manage Users and click on the Add+ button from the bottom right corner of the page. Here, you can input their name, credentials (email & password), assign them to a user group, and allocate them to one of your locations. After defining these attributes, click Save. Optionally, you can choose to notify the newly created user via email.
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  • Invite one or several users.
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    From the same "Manage Users" page, click on the upward-pointing arrow of the Add+ button,  and then click on Invite.

    This will lead you to a page where you can invite one or multiple users to your Yarooms account by entering their email addresses in the designated field. Once you select "Send invites," the users will get an email prompting them to follow a link to create their user accounts.

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  • Import users in bulk.

    One of the widely used options is importing users in bulk from a comprehensive list structured in a CSV file. This list should be organized in multiple columns, including users' first name, last name, email address, location name (matching your Yarooms account precisely), and user group name (the specific group you want the user to join).

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2. Types of users

Every user will be associated with one or multiple user groups. These groups determine their access levels and permissions within your account. Here are the primary types of users:

  • Administrator (super-user) can manage users, locations, floors or spaces. Can book on behalf of anyone, has full control over all bookings and has access to the billing area.
  • Supervisor (super-user) can change, approve and delete everyone's bookings.
  • Other custom groups (regular-users) are subject to customisable restrictions and their access to spaces can be configured from Settings → Manage Users → Groups / Roles.

Please note that the names of the user groups "Administrator" and "Supervisor" can be modified. However, their roles and functions are fixed and cannot be customized. In our documentation, they will continue to be referred to as Admins and Supervisors.

3. Managers

Regular users have the potential to be promoted to the manager role. There are three categories of managers:

  • Location Manager: controls all the bookings made in the location that he manages and can book on behalf of anyone for the spaces found in his location.
    He can be assigned from Settings → Workplace → click on the location name → Edit → Managers.

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  • User Group Manager: has complete control over all the bookings initiated by the group of users under his management. Additionally, he is authorized to make bookings on their behalf.
    He can be assigned from Settings → Manage Users → Groups → click on the group name → Managers.

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  • User Personal Manager: controls the bookings of the person that they manage, can book and check-in on their behalf.
    He can be assigned from Settings → Manage Users → click on the user's name → Manager.

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⚠️ Regular Users also have the option to acquire various Administrator permissions. For details on customizing their rights and overall account permissions, please refer to our article on "How to assign custom Admin rights".