User group access, Preferential booking windows, and Anchor points

Viewing user groups

From User management > User groups, you can view all user groups available to Eptura Engage, including those synced from external directories (such as Active Directory), and to create custom groups as needed.

1. Sign in to Eptura Engage as a Global admin and go to User management.
2. Select the User Groups tab to view the available user groups. The list shows where the group originated from (source) and the number of group members (user count). To quickly find a specific group, you can enter its name in the Search box.
   
3. Click a user group in the list to open the side panel and view more details.
   
   1. Externally sourced user groups - Third-party user groups are read-only - the member list is displayed in the side panel but the group name and group membership cannot be edited.
   2. Manual user groups - User groups created in Eptura Engage can be edited (or deleted) via the side panel - you can edit the name of the group and add/remove users from the group.
      

Creating and editing a manual user group

Eptura platform services If your organization is using Eptura's platform services, it is not possible to create a manual user group from Eptura Engage - manual groups are created in the Eptura Directory. Learn more Eptura Directory About Eptura Engage and Eptura platform services Eptura Home (Knowledge Center for Eptura platform services)

Create a manual user group to manage groups of users exclusively for Eptura Engage workflows and booking access. User groups created in Eptura Engage are not synchronized with external systems.

1. Sign in to Eptura Engage as a Global admin and go to User management.
2. Select the User Groups tab and either click an existing manual group to edit or click Create user group to create a new manual user group.
   
3. In the user group side panel, enter or edit the group name.
   1. Adding members - Start entering the user's name in the Search box and tick the check box against their name when it appears. Continue to select users until all members have been added. Note - you might not see the user list in full until you save the group or save the changes.
   2. Removing members - Users who are members of the group are listed in the side panel. Untick the users to remove from the list. The users are removed when the changes are saved.
      
4. Click Save changes if editing an existing group, or Save group when creating a new user group.

Managing user group access to resource groups

From Application setup > User group access, you can view and manage user groups and the resource groups explicitly allowed or denied for each group, set anchor points for Intelligent Booking, and set custom booking windows for personal space resources.

1. Sign in to Eptura Engage as a Global admin and go to Application setup > User group access to edit or assign access to resource groups.
   
   
2. Click Assign access to open the side panel and assign a user group access to a resource group, and set a custom booking window. To edit an existing group, click the user group name - you can filter the list of groups by entering a group name in the Search box.
   
3. User group - Start typing the name of a user group, then select it from the list. User groups that have already had access configured are not available to select.
4. Country - Select the Country where the resource group manages spaces.
5. Location - Select the Location where the resources for this particular user group are located (a resource group can span multiple locations but only one country).
6. Resource group - Select the resource group to assign access permissions for.
7. Anchor points - See Anchor points below.
8. Permission - The default permissions set for the resource group are shown above the Permission section. Tick the check box to expand the access settings and override the defaults by enabling/disabling the options - View, Book, View others' bookings, Edit others' bookings, Delete others' bookings.
   
9. Booking period - The default booking period for the group is shown above the Permission section. To set a preferential booking window for the user group, tick the check box to expand the section and override the default settings - set the number of days or weeks that spaces can be booked in advance, and select the day and time that the next booking window opens. The booking period is only relevant to personal spaces managed by the resource group (not meeting spaces).
10. When done, click Assign access to save the settings for the resource group and close the side panel.
11. The user group is displayed, showing the added resource group(s) along with the assigned access and booking window. If Intelligent Booking is enabled, the number of anchor points is shown (if set). To edit the settings for a resource group, either click the resource group name or click the edit icon on the right.
12. Click Add resource group to add another resource group and follow the steps above to customize the settings for the user group.

If resource groups from multiple countries or locations are added, they are displayed in the list, organized into sections by country and location.

Prioritizing resource groups for Intelligent Booking

When a user group contains multiple resource groups in the same location, you can order them appropriately to prioritize the groups Intelligent Booking searches when automatically booking personal spaces.

To change the order, drag the icon to the left of a resource group up or down to reposition it in the list.

The drag icon is not displayed if Intelligent Bookings is not enabled.

To return to the list of user groups, click the User group access navigational link at the top left.