To work with user profiles, follow the steps below:
Select User Management in the header.
Select the Users to display the Users List.
Use the search field or the filter tool to find the record that you want to work with.
Choose to
Open the User list screen:
Click +Create in the top right of the screen to display the Add/Edit User form:
General Details
Enter the name and email details of the user:
User Name is usually the user's email address.
Alias Name can be used to add a nickname or job role.
Authentication
Enter an Access Code for the user. The user must use this when accessing private information via kiosks.
If using RFID, enter the unique reference code of the RFID allocated to this user.
User Restrictions
By default, users can view and create bookings for all resources.
To restrict users to specific locations use the Bookable Locations & View Only Locations options.
Multiple locations can be added to these lists
V2022.1 Adding a location to Bookable Locations will allow the user to view and create bookings in this location.
All other locations will become unavailable to this user.
V2022.1 View Only Locations works in conjunction with Bookable Locations.
Adding a location to View Only Locations will allow the user view-only access to resources in these locations. They will not have access to create bookings.
Default Location helps filter down locations relevant to users, unlike Allowed Location it does not restrict users to only those selected.
This will also be used for loading the most relevant Kiosk for a user when accessing the Kiosk URL without an ID number.
The User Role will allow users access to different aspects of the system.
Roles must be added when you first start using ResourceXpress in order to access menu items.
A User Admin can see all bookings for all users.
Booking Manager Settings are only available for some booking systems and may not appear if not applicable to your system.
Default Home Page provides a dropdown list of available pages that the user can set as their default landing page when accessing ResourceXpress via the browser.
User Specific Customisations
The Default Calendar View is an optional setting that allows the initial view of the Booking Manager to be selected, the other views (day, week, month) will still be available to users via manual selection.
My Booking Colour is used to distinguish the signed-in user's bookings from other bookings in the Booking Manager
The Date Format can be used to change the day, month, and year format of dates shown throughout the admin screens, this does not affect Resource, Kiosk, Maps or Qsign profiles.
The Assigned Resource Profile option allows for workspaces to be permanently assigned to a user, this is used for reverse hotelling.
The assigned profile will always display as busy and booked by this user during working hours.
Once a profile is assigned there is an option to add Out of Office days which will free this resource temporarily allowing others to make reservations, the user will have access to this view to add their Out of Office days.
V2022.1 Users can now be assigned to more than one space—for example, desk and parking.
V2022.3 Multi-selection and Delete Selected options are now available.
Assigned Resource Profile and Out of Office is a feature available in version 1.6 or later.
Out of Office is not applicable for assigned spaces using a Non-bookable Workspace licence.
Click Save to return to the Users List.
To create users, email needs to be configured, check out theEmail Settings Tab for information on setting this up.
Open the Users List screen:
Click either 
for the user that you want to edit or for the user that you want to delete.
Confirm your selection and the user is removed from ResourceXpress, any existing bookings for the user remain in place.
The import users feature was added in v1.3.
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.
Download Sample
Click on Sample File to download a sample CSV file to edit and upload.
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.
FirstName, UserName and EmailId are required.
MobileNo
The user's cell/mobile number.
This number is not used in the system and is only visible to RX accounts with User Management rights.
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.
Access Code and RFID are required if using authentication, the other fields are optional.
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, Roles.
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.
Default Location will only accept a single location value.
BookableLocations & ViewOnlyLocations V2022.1
These options replace AllowedLocations.
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.
All other locations will become unavailable to this user.
BookableLocations & ViewOnlyLocations will accept multiple location values.
To add multiple locations add a comma (, ) between each location ID.
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 option has been replace with Bookable Locations.
This is not available from server version 2022.1+.
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.
Day
Week
Month
Users will have the option to change this view manually, they will also be able to update their default view from their user profile page.
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;
Format Options | Example |
|---|---|
dd-mm-yyyy | 01-12-2020 |
dd/mm/yyyy | 01/12/2020 |
mm-dd-yyyy | 12-01-2020 |
mm/dd/yyyy | 12/01/2020 |
yyyy-mm-dd | 2020-12-01 |
yyyy/mm/dd | 2020/12/01 |
Users will have the option to change this view manually, they will also be able to update their default view from their user profile page.
Custom Date Formats will also be applied in the Mobile App in a future update.
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.
For a Profile to be assigned to a user, the profile must first be configured to be an Assigned Space with no user selected, see below for an example of a Workspace Profile settings page for this setting.
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
The export users feature was added in v1.4.1.
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.
The Email Address is used as the unique value used to update existing user-profiles and should not be changed.