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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.
  • 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 group button in the top right corner.

Step 3: Fill in the following fields:

screenshot-group-settings

  • Group name:
    • Enter a clear and identifiable name for this group.
    • We recommend including the department name (e.g. HR, IT, Marketing, Sales) for easier occupancy insights by department.
    • The group name will be visible to users in their profiles.
  • Default zone:
    • This setting controls the default zone selected in the app.
    • Users can override this setting from their Profile page.
    • Note: Access to the chosen default zone will be automatically granted to the group upon creation.
  • Available days:
    • Set the number of days in advance that users in this group can book, creating priority levels between groups.
      • If this value is lower than the 'Available days' limit in Space Settings, it will override it.
      • Additionally, one day will be added to the calendar at midnight daily, regardless of 'Space available time.'
  • Join the waitlist:
    • When enabled, users in this group can join a waitlist if no spaces are available.
    • They will move up the list as spaces become available and will be automatically assigned a space once they reach the top.
  • Daily booking limit:
    • This setting controls the maximum number of bookings users in this group can make per day to maintain comfortable occupancy levels.
    • Once the daily limit is reached, no further bookings will be allowed.
    • Set this value to 0 to remove the limit.
  • Credit refill: 
    • This setting is linked to the Credit System in Zone Settings and controls the number of credits automatically allocated to users in this group per refill cycle.
    • If credits are not used, set this to 0.
  • Credit refill cycle:
    • This setting is linked to the Credit System in Zone Settings and controls how often credits are automatically refilled for users in this group.
    • Set this value to 'None' if credits are not in use.
  • Default credit balance:
    • This setting determines the number of credits a user receives when joining the group.
    • Set this value to 0 if credits are not in use.
  • Identity property matching values:
    • This setting syncs Single Sign-On (SSO) properties and automatically assigns users to this group upon their first login. For example, if your company uses the department property, enter relevant department names (e.g., Marketing, IT) that correspond to this group in your Identity Provider.
    • 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 Users > Group settings page, find the group you want to edit.

Step 2: Click on the 'Employees' Column

  • Locate the No. 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 Users > Group settings page, find the group you want to edit.

Step 2: Click on the 'Zones' Column

  • Locate the No. 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 Users > 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.