Step by step to user management
Assign authorizations in our desk sharing tool
With this function, it is possible to assign different access rights to desk.ly users in your company. This works by assigning them to authorization groups (subcontractors, departments, teams) to obtain authorizations for locations, floors, seating plans and seats. In this step-by-step guide, we explain in detail which settings you need to make for the desk sharing function and what you need to pay attention to.
Our tip: Read these instructions carefully before activating and trying out the function!
1. Activate the authorization function
In the system settings of our Desksharing tool, admins can specify whether permissions can be assigned by activating or deactivating the "Permissions" function. If this feature is activated, users initially have no permissions. These must first be stored and applied. We will show you how to do this in the next steps.
2. Define authorization groups
Admins now have the option of defining authorization groups for individual users. As can be seen in the following video, a sub-company, a department and one or more teams must be defined. All three fields must be maintained. It is not intended that, for example, only the sub-company is entered. New groups can simply be added by entering the information and pressing ENTER on your keyboard. Existing groups can simply be searched for by entering them in the corresponding field.
Companies with smaller company structures can simply use terms at both department and team level. If you do not have a subcontractor, you can simply enter the company name again. Here are a number of examples of how it could look in companies:
Example 1Company: Sample company GmbHSubcontractor: Subcontractor A Department: Marketing Team: Event marketing |
Example 2Company: Sample company GmbHSubcontractor: Subcontractor B Department: Accounting Team: Accounting |
Example 3Company: Test company AGSubcontractor: Test company AG Department: Test company AG Team: Test company AG |
Important: Please pay attention to upper and lower case when maintaining new groups, otherwise groups will be stored multiple times at desk.ly. This may result in users not being able to access "authorized" locations because they have been added to the "wrong" (different spelling) user group. Only one sub-company and one department can be stored for each user. However, the person can be assigned to several teams, e.g. the person is in the Events and Graphics teams. In the CSV file (import template), these are separated with a "|", e.g. Graphics|Events.
Import template
Authorization groups can also be added using our import template, which you can find as an admin in the user administration. This saves you time and effort. Simply download the CSV file via the "Import template" link, edit it in the tool of your choice and fill in the columns for the authorization groups. Then export the file as a CSV file and upload it via the "Import users" link. You can find more information in our short explanatory video.
Our tip: It is best to import the CSV file into Excel or Google Spreadsheets and pay attention to the "comma" separator in the settings. Then all columns will be displayed.
3. Store user groups in the desk sharing setting
With desk.ly, authorized user groups can be stored by the admins in various places in the plan administration: At locations, floors, seating plans and/or seats.
To do this, select the relevant location, for example, and add as many authorization groups as you like. For each group added, the admin receives a box in which the following settings can be made in the desk sharing software:
- Select company
- Select department
- Select team
- The option "Delete group"
- Add group
In this box, you can define authorizations for your desk sharing by assigning user groups (via sub-companies, departments and teams). Several teams can be added to a department in one step. If you want to give several departments access to a location, for example, simply add further authorized user groups to this via "Add group".
The same principle applies to floors and seating plans. Authorized user groups can also be added here. If authorizations for desk sharing have already been stored at a location, these are inherited. This only changes when new authorization groups are added to the floor or seating plan. Furthermore, these authorizations can also be created at individual workstations and individual, authorized users can be assigned to them.
If the function is deactivated for any reason, the authorization groups no longer apply and all users can see everything. If the function is reactivated, the previously stored authorizations are restored.
4. Best practices for the desk sharing function
- Activate the new function. Download the import template and edit it. When creating sub-companies, departments and teams, make sure you use upper and lower case letters correctly!
Our tip: Filter the individual columns of the table to display all employees in a subcontractor, for example. - It is best to start by storing all relevant authorization groups in the desk sharing application at the locations, floors, seating plans and seats. As soon as you have done this, no bookings can be made for a short time! It is therefore best to inform all colleagues.
- Then upload the revised import template. All authorizations now apply.
- Authorizations are not working as they should? Switch to a user's view in impersonate mode (admin area -> user administration) to better understand where an error may be occurring. The short video shows you how to do this: