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How to Create User Groups

Learn how to create and manage employee groups in Ronspot. This guide covers setting up groups, adding employees and zones, and configuring group-specific settings for efficient management.

Table of Contents

  1. Benefits of Employee Groups
  2. Creating a Group of Employees
  3. Adding Employees to a Group
  4. Adding Zones to a Group
  5. Allowing Employees to Change Groups

 

Benefits of Employee Groups

Creating groups of employees in Ronspot offers several advantages:

  • Efficient Management: Instead of editing employees individually, you can manage settings for multiple employees at once.
  • Automated Settings Inheritance: Employees within a group automatically inherit the group's settings. This simplifies managing zone access, credit refills, and booking priorities.

Note: An employee can only be part of one group at a time to avoid conflicts in settings.

 

Creating a Group of Employees

Step 1: Navigate to 'Group Settings'

Step 2: Add a New Group

  • Click on the Add New Group button in the top right corner.

Step 3: Fill in the following fields:

  • Group Name: Enter a name for the group.
  • Credit Refill: Specify the number of credits employees in this group will automatically receive every month or week.

Tip: Set to 0 if not using the credit system.

  • Credit Refill Cycle: Choose how often employees will receive their credits (e.g., 1st of every month or every Sunday). 
Tip: Set to None if not using the credit system.
  • Can Join the Queue:
    • No (default): Employees can only request a space if available.
    • Yes: Employees can request a space even if no availability exists (waiting list).
  • Maximum Bookings per Day: Set the maximum number of bookings allowed per day for employees in this group. Use 0 if no limit is needed.
  • Default Credit Balance: Define the number of credits employees will receive upon joining the group. 

Tip: Set to 0 if not using the credit system.

  • Default Zone: Specify the zone that will be selected by default in the employee’s account.
  • Available Days: Indicate how many days in advance employees in this group can book. This helps establish booking priorities.
  • Identity Property Matching Values: Use this to automatically assign users to the group based on SSO property values. Please refer to the relevant article for more details.
  • Click on Add to create the group.

 

Adding Employees to a Group

Step 1: Locate the Group

  • On the Group Settings page, find the group you want to edit.

Step 2: Click on the 'Employees' Column

  • Locate the Number of employees column.
  • Click on the 0 link

Step 3: Add Employees to the Group

  • In the 'Selected' column, tick the checkboxes next to the employees you wish to add to the group.
  • The settings will be saved automatically.

Note: An employee can only be part of one group at a time to avoid conflicts in settings. This is the reason why some checkboxes are disabled.

 

Adding Zones to a Group

Step 1: Locate the Group

  • On the Group Settings page, find the group you want to edit.

Step 2: Click on the 'Zones' Column

  • Locate the Number of zones column.
  • Click on the 0 link

Step 3: Add Zones to the Group

  • In the 'Selected' column, tick the chexboxes next to the zones you want to grant access to the group.
  • The settings will be saved automatically.

 

Allowing Employees to Change Groups

By default, employees cannot change groups themselves. To enable this option:

  1. Go to Employees in the admin panel.
  2. Switch the option Allow Employees to Change Groups to Yes in the top right corner of the page.

This will allow employees to select or change their group as needed.

Note: We recommend deactivating this option if using SSO Identity Property mapping.