Adding Staff/Users to Your Account - Administrators

This article will assist administrators whose roles allow them access to users with adding additional staff to their school site or district, based on their role and permissions. If your role does not allow you access to users, please refer to our article Creating an Account at your School or District - Administrators for assistance.

Based on your role configuration, you may have the ability to add or make changes to users at your school site or district. 

From your administrator dashboard (see Using the Dashboard - Administrators for assistance) click the "Setup" dropdown from the left hand navigation menu, and choose "Users".

If you are a district administrator with access to users, there will be a dropdown in the upper right hand corner for you to select which school site a user should be added to. You may also add users directly to the district site. If you are a school site administrator you will not have this option, as you will only be able to add users at your own site.

After choosing the site a user should be added to, click "Add New User" in the upper right hand corner.

1. A pop-out will appear for you to enter the user’s required information:
   1. First Name
   2. Last Name
   3. Email Address
   4. Phone Number
   5. Optionally, you may also enter the user’s title and extension (if available), and designate if the user’s phone number is for a mobile device or not. Be sure to leave the user’s status as active, or they will not be able to access the school site or district account that you are adding them to.
2. Next you will need to assign a role to the user. Roles are configured in the system to allow staff different levels of access to the account and reservations.
   1. If you are not sure which role to choose, you may be able to review role permissions by clicking the "Setup" dropdown in the left hand navigation menu, and choosing "Roles". Click the pencil icon next to the name of the role to review its permissions and reservation access. If your current role does not allow you access to the Roles page, please contact your Facilitron account manager for further clarification
   2. Roles are typically configured based on the following:

      1. View: View Only. This role can view reservations and make comments.

      2. PA: Pre-Approval. This role can modify and pre-approve any reservation.         

      3. EA: Enhanced Access. This role can modify and pre-approve external reservations (placed by someone outside of this organization), and can modify and approve/decline internal reservations. Internal reservations placed by this role are approved automatically. A reservation with multiple facilities must have all of them set to EA or FA for Approve/Decline.

      4. EA+: Enhanced Access Plus. This role can modify and pre-approve external reservations (placed by someone outside of this organization), and can modify and approve/decline internal reservations as well as reservations from other organizations within the same district. Internal reservations placed by this role are approved automatically. A reservation with multiple facilities must have all of them set to EA+ or FA for Approve/Decline.

      5. FA: Full Access. This role can modify and approve/decline any reservation. Internal reservations placed by this role are approved automatically. A reservation with multiple facilities must have all of them set to EA or FA for Approve/Decline

3. Finally, you will be able to decide if this user should receive any extra notices. These optional notices pertain only to outgoing reservations placed by the individual or in the organizational account, not incoming reservations. An outgoing reservation is a reservation placed by your school site that takes place at your site, another school site in your district, or any other school site or district.

   1. None: This is the default notifications option. This means that the user will only receive notifications related to reservations for which they are the designated contact person.

   2. Receive Invoices: In addition to the notifications mentioned above, a user with this additional option configured will receive all automated invoices sent for reservations in the organization. Please note that if a manual invoice is sent by an administrator or Facilitron staff, and this user is not selected as an additional recipient, they will not receive the invoice.

   3. Receive Invoices & Outgoing Request Notifications: In addition to the notifications mentioned in both bullet points above, a user with this additional configuration will also receive an email notification for every new reservation submitted by a user in this organization.

Once all information has been entered, and the role and any extra notices have been chosen, click "Submit to add the user to the school site or district.