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EMS Software, LLC

Configuring User Templates

Users are the people who log on to EMS, whether they are making reservations or just using the system in a read-only capacity.
See Also: Learn more here about types of EMS users. 

A user template defines the categories, processes, buildings, rooms, statuses, and queries to which a group of EMS users has access. Instead of defining users individually and then configuring security for each user, you can configure a template and then assign all the users who are to have the same security settings to a given template in a single step. You can configure a user template user entirely from “scratch,” or you can copy an existing user template, and then make the necessary edits to configure another template.

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If the users you are configuring are also EMS Academic Planning users, then you must also define academic user templates for these users. See Configuring Academic User Templates.

Configuring a user template

1. On the EMS menu bar, click System Administration > Security > User Templates. The User Templates window opens. This window lists all the user templates currently configured in your EMS database and that have a status of Active.

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Optionally, to show all templates, regardless of status, under Show, click Inactive.

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The remainder of this procedure describes how to configure a user template “from scratch.” You can also configure a user template by copying an existing template. Select the user template that you want to copy, click Copy, and then continue to Step 3.

2. Click New. The User Template dialog box opens.

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3. In the Description field, enter a name or description for the new user template.

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The name or description can be a maximum of 50 characters, including spaces.

4. Defining the user access for each of the following—categories, processes, building configuration, room access, statuses and queries. See:

Categories

Processes

Configure Buildings

Room Access

Statuses

Queries

5. Click OK. The User Template dialog box closes. You return to the User Templates window with the newly configured template automatically selected.

Specifying Categories

You specify the categories that a user who is assigned to this template can add to a booking or edit for a booking on the Categories tab.

1. If needed, open the User Template dialog box. (See Configuring a user template.)

2. Select Categories. The User Template dialog box is refreshed with a list of all the active categories you can select for the user template.

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3. On the Available list, select the category or CTRL-click to select the multiple categories to which a user is to have access, and then click the Move button (>) to move the selected categories to the Selected list.

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To add these categories to a booking, a user needs access to the Edit Booking Details process.

4. Continue with any other configuration for the template as needed; otherwise, click OK to close the User Template dialog box and return to the User Templates window with the newly configured user template automatically selected in the window.

Configuring Processes

1. If needed, open the User Template dialog box.

2. Select Processes. The User Template dialog box is refreshed with a list of all the processes that you can select for the user template.

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3. On the Available list, select the process or CTRL-click to select the multiple processes to which a user is to have access, and then click the Move button (>) to move the selected processes to the Selected list.

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See Also: For an explanation of each process, see Event processes.

4. Continue with any other configuration for the template as needed; otherwise, click OK to close the User Template dialog box and return to the User Templates window with the newly configured user template automatically selected in the window.

Configuring Buildings

You select the building configuration rights for a user who is assigned to this template on the Buildings tab.

1. If needed, open the User Template dialog box. 

2. Select Buildings. The User Template dialog box is refreshed with a list of all the buildings you can select for the user template.

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3. On the Available list, select the building or CTRL-click to select the multiple buildings to which a user is to have access, and then click the Move button (>) to move the selected buildings to the Selected list.

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Define and Edit Buildings and Define and Edit Rooms security processes are required for a user to have configuration access to selected buildings and/or rooms.

4. Continue with any other configuration for the template as needed; otherwise, click OK to close the User Template dialog box and return to the User Templates window with the newly configured user template automatically selected in the window.

Specifying Room Access

You specify the room access for a user who is assigned to this template on the Room Access tab.

1. If needed, open the User Template dialog box. 

2. Select Room Access. The User Template dialog box is refreshed a options for searching for the rooms to add to the user template.

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3. Search for the rooms to which to add to the user template by doing one or both of the following:

• On the Building dropdown list, select (all) buildings, or select a specific building.

• On the Room Type dropdown list, leave the default value of (all), or select a specific room type.

The Available list is updated with a list of rooms that meet your search criteria.

4. On the Available list, select the room or CTRL-click to select the multiple rooms to which a user is to have access, and then click the Move button (>) to move the selected rooms to the appropriate Selected list.

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EMS Enterprise has both the View and Book and the View Only access for user security. EMS Professional has just the View and Book access for user security.

View and Book—A user who has access to the Special - Edit Critical Booking Information process and who is assigned to this template can reserve the room, move an event into or out of the room, change the time or status of an event that is scheduled in the room, and add resources to events in the room.

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The Special - View and Book Access On All Rooms process can be used as an alternative to manually assigning all rooms to the View and Book list.

View Only—A user who is assigned to this template cannot reserve the room, move an event into or out of the room, or change the time or status of an event that is scheduled in the room; however, as long as the user has access to the appropriate category and to the Special - Edit Booking Details process, the user can view events in the room and add resources to events in the room.

5. Continue with any other configuration for the template as needed; otherwise, click OK to close the User Template dialog box and return to the User Templates window with the newly configured user template automatically selected in the window.

Specifying Statuses

You specify the statuses to which a user who is assigned to this template is to have access on the Statuses tab. A user needs access to a status in order to create a reservation with the status or edit a booking with the status.

1. If needed, open the User Template dialog box. 

2. Select Statuses. The User Template dialog box is refreshed with a list of all the active event statuses you can select for the user template.

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3. On the Available list, select the status or CTRL-click to select the multiple statuses to which a user is to have access, and then click the Move button (>) to move the selected statuses to the Selected list.

4. Continue with any other configuration for the template as needed; otherwise, click OK to close the User Template dialog box and return to the User Templates window with the newly configured user template automatically selected in the window.

Specifying Queries

You specify the queries that a user who is assigned to this template can run on the Queries tab.

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You can specify the queries to run by user only in EMS Enterprise. All queries are available to all users in EMS Professional.

1. If needed, open the User Template dialog box. 

2. Select Queries. The User Template dialog box is refreshed with a list of all the defined queries you can select for the user template.

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3. On the Available list, select the query or CTRL-click to select the multiple queries to which a user is to have access, and then click the Move button (>) to move the selected queries to the Selected list.

4. Continue with any other configuration for the template as needed; otherwise, click OK to close the User Template dialog box and return to the User Templates window with the newly configured user template automatically selected in the window.