Importing new users

Importing users will allow multiple users to be added to ResourceXpress quickly, this is done using a CSV file, and a sample file can be downloaded from the Import screen.

To Import users navigate to the Users List screen, this can be found under the header User Management → Users, then choose +Import.

Open

Download Sample

Click on Sample File to download a sample CSV file to edit and upload.

Open

The CSV file can be modified using Excel, fill in the information under the appropriate columns then save the file, keeping the CSV format.

CSV Columns

FirstName* & LastName

The FirstName* and LastName column will determine how a user is displayed throughout the system, in most locations the user's name will be displayed as FirstName LastName, using the first row from the example above, when this user creates bookings their name will be displayed as John Smith.

UserName* & AliasName

The UserName* and AliasName are additional fields.

EmailId*

The EmailId* is the user's email address, this is used to send notification emails as well as allow the user to sign into ResourceXpress.

MobileNo

The user's cell/mobile number.

AccessCode & RFId

An AccessCode would typically be a 4-6 digit number that users can use on RX devices such as Room Screens, Kiosks and Maps to quickly authenticate bookings.

The RFId value is the value from a user's RFID access card. Certain devices support NFC/RFID readers such as the Aura-X Room Screen or Qubi.
Users can quickly authenticate using their card instead of typing their username & password or AccessCode.

UserRole

By default, all users will be assigned the role User, however other roles can be assigned, see the Roles guide for more information about this, https://resourcexpress.atlassian.net/wiki/spaces/RSG/pages/68780126.

When assigning roles, via the Import feature, use the Role Name.
To assign multiple roles, use the hash/pound (#) symbol to separate each value.

DefaultLocation

DefaultLocation is used to provide a user with the relevant resource for their location. It does not restrict users to only those selected but applies editable filters automatically.
This will also be used for loading the most relevant Kiosk for a user when accessing the Kiosk URL without an ID number.

BookableLocations & ViewOnlyLocations v2022.1

Adding a location to BookableLocations will allow the user to view and create bookings in this location.

ViewOnlyLocations work in conjunction with Bookable Locations.
Adding a location to Viewable Locations will allow the user view-only access to resources in these locations. They will not have access to create bookings.

For DefaultLocations, BookableLocations and ViewOnlyLocations the ID number(s) for the required locations will be needed, these ID numbers can be found from the Location edit screen.

Navigate to Administration Settings → System Settings → Locations (tab) then click the edit icon () for the required location, the ID number will be shown in the URL.

AllowedLocations Deprecated

This options works in a similar way to BookableLocations

Default Calendar View

This value will determine the default view a user has when accessing Booking Manager.

See below for how each view will look.

My Booking Colour

The MyBookingColour column accepts a hex code, this allows for a unique colour to be assigned to that user when viewing their bookings in the Booking Manager.

Only the assigned user will see this unique colour to help differentiate their bookings from all others.

Online tools such as https://htmlcolorcodes.com/ can be used to help get the correct HEX code required.

Date Format

The Date Format will determine how users will see all date formats via the Admin Dashboard or Booking Manager.

6 available format options can be used;

Assigned Profiles

Assigned Profile is an optional setting that allows a workspace to be assigned to a user by default.

If a user has an assigned profile the profile ID value will be required, this value can be found in the first column of the Resource List view.

A user can only have one Profile assigned to them, therefore, only a single value is accepted in this column.

Import

After updating the spreadsheet, return to ResourceXpress, click on Choose File and select the updated CSV file, click Preview to check the data is correct.

Click Upload to add the new users.

Exporting & Updating Users

Selecting the Export button will download a CSV file of all existing users, this CSV file will be similar to the Sample file as detailed above.

To update users you can use the Export users feature, then follow the steps as above, using the Import feature selecting your exported users data file. Any new users will be created and any changes to existing users will also be made.