Content

1 Email invitation
2 Authentication method
3 Invite other users
4 Definition of the Roles
- 4.1 Administrator
- 4.2 Workspace Manager
- 4.3 Booking Manager
- 4.4 No roles (User)
- 4.5 Other “Roles” without a special permission:
  - 4.5.1 Main System Admin:
  - 4.5.2 Billing contact information:
  - 4.5.3 Technical contact information:
- 4.6 Permission Matrix
5 User status
6 Filters

Email invitation

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

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

To use the Microsoft connector, you will need to accept consent from an administrator to allow the ROOMZ application

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:

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 environement, 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
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.

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

Product	Category	Sub-Category	Action	User (no roles)	Booking Manager	Workspace Manager	Admin	Comment

Product	Category	Sub-Category	Action	User (no roles)	Booking Manager	Workspace Manager	Admin	Comment
Portal		Search Engine	Read			X	X
			Read			X	X
			Switch			X	X	If multiple regions
	Analytics	Basic	Read			X	X
	Analytics	Advanced	Read			X	X
	Visualization		Read			X	X
	Visualization		Write			X	X
	Workspaces		Read			X	X
	Workspaces		Write			X	X
	System Health		Read			X	X
	Settings	Booking Systems	Read				X
		Booking Systems	Write				X
		Network Profiles	Read				X
		Network Profiles	Write				X
		Devices	Read			X	X
		Devices	Write			X	X
		Viewers	Read			X	X
		Viewers	Write			X	X
		Tags	Read			X	X
		Tags	Write			X	X
		Users	Read			X	X
			Write				X	Creation of a User in the workspace menu
			Write			X	X
		Customers	Read				X
		Customers	Write				X
		Resellers	Read				X
		Resellers	Write				X
		Subscriptions	Read			X	X
		Global Settings - General	Read				X
		Global Settings - General	Write				X
		Global Settings - Billing info	Read				X
			Write				X
			Read				X
			Write				X
		Global Settings - Tech. Info	Read			X	X
		Global Settings - Tech. Info	Write				X
		Global Settings - Tools	Read			X	X
			Write				X
			Read			X	X
			Write				X
			Export				X
			Export				X
		Global Settings - myROOMZ	Read			X	X
		Global Settings - myROOMZ	Write				X
		Privacy	Read				X
		Privacy	Write				X
myROOMZ	Access		Read	X
	Bookings		Release		X		X
	Favorite users		Write	X
	Other bookings		Read	X
	Organization Switch		Read	X

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:

ROOMZ Support

1 - Account creation, invite users