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EMS Software, LLC

Assigning Everyday Users to a Group

Creating an Everyday User From a Group

 Concept: An everyday user is a registered user who can submit requests for reservations or schedule reservations in EMS Web App 

 

 

 

When you add a new group or individual in your database, you decide the “level” of the group that you are adding. For a group that is added at the individual (personnel/employee) level, you might also need to create an everyday user from the group. This user can then create and view reservations on behalf of a group or groups in EMS Web App. You can create only one everyday user from a group. When you create an everyday user, you can also specify one or more delegates for the everyday user. A delegate is an everyday user who can create and view reservations on behalf of another everyday user.

 
 
  1. On the toolbar, click the Groups icon emsum_Groups_image001.png

  1. Select the group for which you are creating the everyday user, then click Tools > Create Everyday User. A dialog box opens on the Everyday User tab.

3. Enter the information for the everyday user.

Tip: Ideally, you should enter all the necessary information before saving; however, if you need to access your everyday user, on the EMS menu bar, click Configuration > Web > Everyday Users.

Field

Description

Name

Automatically populated after you select the group from the Groups window.

Password

The password that an everyday user must enter to log in to EMS Web App.

Email address

If this information has been entered in the Groups window for the group, then this field is automatically populated after you select the group from the Groups window. If the field is blank, you must enter the full email address for the user. (The user must enter this address to log in to EMS Web App.)

Phone/Fax

Optional fields. If this information has been entered for the group, then these fields are automatically populated after you select the group from the Groups window. If the fields are blank, you can enter values if needed.

Notes

Optional field.

External Reference

Optional field. Links the everyday user to a group and/or HR Toolkit.

Network ID

Optional field. The everyday user’s network ID.

Email Opt Out

Select this option if the everyday user is not to receive automatic emails (such as reservation summary emails) from EMS Web App. The user will still receive manually sent emails.

Status

Required field. Select the status for the everyday user:

• Active—The everyday user can log in to EMS Web App.

• Inactive—The user cannot log in to EMS Web App and is instructed to contact the EMS administrator.

• Pending—The everyday user cannot log in to EMS Web App and is informed that he/she must check back at a later time.

Security Template

Required field. This determines the everyday user's access to the system—the menu items that the user can see and the information that the user can view in a tooltip when 'rolling-over' an event in EMS Web App.

Time Zone

Required field. Select the time zone for the user.

emsum_Groups_small_reminder.png

Ideally, you should enter all the necessary information for your everyday user before you save the everyday user; however, at any time if you need to access your everyday user, on the EMS menu bar, click Configuration > Web > Everyday Users.

4. Open the Process Templates tab and on the Available list, use the arrows to move button templates to the Selected list. An everyday user process template defines the functions that are available to each type of everyday user in EMS Web App when the user is submitting a request for a reservation

5. Open the Groups tab and do one of the following to specify the groups on whose behalf the everyday user can view and make reservations in EMS Web App.

• The group (everyday user) is selected by default. You can leave this group in the Selected list, or you can select the group and click the Remove button (<).

• Specify any combination of search criteria for the Find field and Group Type, and then click Display to produce a list of all groups that meet the criteria. In the Available list, select a group, or CTRL-click to select multiple groups, and then click the Move button (>) to move the selected groups to the Selected list.

emsum_Groups_small_reminder.png

If you leave the Find field blank, then a list of all currently active groups for the selected group type is displayed. If you enter a search string in the Find field, the string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, And returns Anderson, Scott, but not Cooper, Anderson.

6. Open the Delegates tab, and on the Search by dropdown list, do one of the following to specify the delegates for the everyday user:

• Leave the Find field blank, and then click Display to open a list of all currently available Everyday Users. Select a user, or CTRL-click to select multiple Everyday Users, and then click the Move button (>) to move the selected Everyday Users to the Selected list.

• On the Search By dropdown list, select the option by which to search (Email Address or User Name), and in the Find field, enter the string by which to filter your search, and then click Display. Select an everyday user, or CTRL-click to select web multiple users, and then click the Move button (>) to move the selected users to the Selected list.

emsum_Groups_small_reminder.png

The string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bob.worth@emssoftwarea.com but not dbobbett@emssoftware.com.

7. You can click Spelling to spell check any information that you manually entered for the everyday user.

8. Click OK. The dialog box for creating an everyday user closes and a message opens indicating that the everyday user was created successfully.

9. Click OK to close the message and return to the Groups window.

Assigning a Group to an Everyday User

When you add a new group in your EMS database, you should also assign the group to an everyday user. This everyday user can then create and view reservations on behalf of the group in EMS Web App. You can assign a group to one or more Everyday Users.

  1. On the toolbar, click the Groups icon emsum_Groups_image001.png

2. Select the group you wish to assign to Everyday Users, and then click Tools > Assign to Everyday Users. The Assign Group dialog box opens. 

emsum_Groups_image010.png

 

 

 

 

 

 

 

 

 

3. To assign Everyday Users to the group, find the users. Click Display to open a list of all currently active Everyday Users or Search By Email Address or User Name.

4. Once you have found and selected the everyday user to assign, click the Move button (>) to move the selected users to the Selected list.

4. Click Finish. A message opens indicating that the group was assigned successfully.

5. Click OK to close the message and return to the Groups window.