Content

Email invitation

Congratulations ! Your partner has invited you to the new ROOMZ Portal. Use the invitation email you received and click Sign up

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Authentication method

Choose your favorite authentication method. You can use Microsoft's or Google's Single Sign On features, or create an independent ROOMZ account

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Once your account is created, you're on the Portal's landing page. 

Invite other users

Click on Users, under Settings

You can then choose Add User, define the Full Name, Email and level of access to the features for your colleague, in click Invite new user. She / he will receive the same email invitation as you did

If you wish to create more than one user, check the create another user, in this instance, the Portal remembers the domain and the roles from the last created user:

Definition of the Roles

To give you as much flexibility as possible, a user can have different roles. For example: Workspace manager and booking manager, the rights are then cumulated.
All users can use myROOMZ with basic permissions, as soon as the myROOMZ Subscription is active.

Administrator

The administrator benefits complete control to IT and building settings over all ROOMZ products. The administrator has also all privileges of a Booking Manager

• ROOMZ Portal

• myROOMZ

• ROOMZ Tools

Workspace Manager

He is responsible to ensure the highest level of employee experience and office optimization:

• Full access to workspace environment, data analytics, visualization and system health

• No access to IT settings

Booking Manager

His role is to make teams bookings more efficient and to take action if necessary:

• Can release any desk/parking slot booked in myROOMZ

• The booking manager can book for someone else even if the settings are on no

• No access to ROOMZ Portal

No roles (User)

Can use myROOMZ (mobile app or desktop version) in order to see the live view of workspaces and find / book a space.  The User doesn't have access to ROOMZ Portal

More info about myROOMZ can be found here: myROOMZ

Other “Roles” without a special permission

Main System Admin

This email address – ideally a generic one – is considered as the main responsible person for ROOMZ and will get important notification like this one. This e-mail address will also be notified in the renewal process. Please make sure to control if you have the right email address there. The Main System admin need to be an active administrator in the user list.

Billing contact information

This email address – ideally a generic one – is considered as the main responsible person regarding the renewal process. Often as accounting@domainname.com. If possible, this person / generic email address should not be the same as the Main System Admin. 

Technical contact information

You can add one or more email address here. These people will be notified by change of status with the batteries. These people do not need access to the portal (can be somebody from the in-house facilities management or even an external contact person to the company).

Permission Matrix

User status

• Active: The user is active

• NotConfirmed: The user was invited but never logged in.

• LockedOut: locked out for 10 minutes after 5 failed attempts.

Filters

You are able to use filters to only show you the users you are interested in:

• Filter by Role (you can combine roles or search for multiple ones, if you combined two or more roles you can select if you would like to filter with and or with or):
  
  

   

   

• Filter by text:
  
  

   

• You can also combine both filters or search for a Domain only: