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Users are people who can log in to and use Facility Scheduler. You can assign roles to users to control their permissions in Facility Scheduler. You can create an unlimited number of users. You can also unlock accounts for users who forgot their passwords. If someone is no longer an active user of Facility Scheduler, you can inactivate, disassociate, or delete his or her user account.

Permissions to Manage Users and Roles

Unless otherwise noted, the tasks on this page require you to have permissions to manage users and roles in Facility Scheduler.

On this page

Built-in Users

Just as it includes built-in roles, Facility Scheduler includes a built-in Guest user account.

Guest — The Guest user only has permission to view published events.

For security purposes, you cannot edit or delete the Guest user accounts. (They don't appear in the Users window for this reason.) However, you can change and reset their passwords.

 

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Creating User Accounts

Facility Scheduler administrators can create user accounts. You can create new user accounts from scratch. Or, if a person is already entered in Facility Scheduler as an Individual, you can create a user account from his or her individual information. You can also create new user accounts from people's logins in other compatible ACS Technologies products.

Create Roles Before Users

Roles are also a time-saving feature: you can assign permissions to a role, and then assign that role to several users. This way, you don't have to tediously assign the permissions for each user one-by-one. So, if you are setting up Facility Scheduler for the first time, we recommend creating roles before users. To learn more, see Roles.

 To create a new user account
  1. On the Administration tab, click Users.
  2. In the Actions group, click Add Individual.
  3. Enter the individual's information. (Last name and first name are required.)
  4. Click Save & Close.
  5. Click Add User.
  6. Enter the last name of the person.
  7. Click Search.
  8. Select the individual and click OK.
  9. Enter the user name, password, e-mail, and phone for the new user.
  10. In the Actions group, click Save & Close.

You have created a new user account. Now you need to assign roles for the user.

 To create a user account from an individual
  1. On the Administration tab, click Users.
  2. In the Actions group, click Add User.
  3. Enter the last name of the individual.
  4. Click Search.
  5. Select the individual and click OK.
  6. Enter the user name, password, e-mail, and phone information for the new user.
  7. In the Actions group, click Save & Close.

You have created a user account for the individual. Now you need to assign roles for the user.

 To create a user account from an existing login
  1. On the Administration tab, click Users.
  2. In the Actions group, click Add Individual.
  3. Enter the individual's information. (Last name and first name are required.)
  4. Click Save & Close.
  5. Next to the search field, select Logins.
  6. Select the login.
  7. In the Actions group, click Associate Login.
  8. Enter the last name of the person.
  9. Click Search.
  10. Select the person and click OK.

The person now has a user account to Facility Scheduler. Now you need to assign roles for the user.

Password Requirements

Passwords must be between 6 and 15 characters long. They cannot contain any part of the user name, and cannot have consecutive letters, numbers, or other characters. We recommend that passwords include at least two letters and two numbers, and are at least eight characters long. Administrators may set additional password requirements for Facility Scheduler users.

 

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Assigning and Removing Roles

When you add users for the first time, you must assign them roles so that they have permissions to use Facility Scheduler. As a user’s responsibilities evolve, you can change the roles assigned to that user. You should assign at least one role to each user; you may want to assign multiple roles to some users.

If a user has more than one role, and there is a conflict in the permissions, the most permissive setting is granted. For example, if a user is assigned a coordinator role that grants permission to approve events, and a member role that does not grant permission to approve events, the user will have permission to approve events because the coordinator role grants that permission.

Role Types

When you are assigning roles to a user, you have the option of selecting a role type. Unless you have advanced knowledge of Facility Scheduler, we strongly recommend selecting [Custom Role Type] for all users. Selecting [Custom Role Type] means that the user functions independently of a role type. Roles types are handy if you know how to use them. However, if not set up properly, you can accidentally give users more permissions than you intended. To learn more, see Role Types.

 To assign a role to a user
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Edit User.
  4. In the Show group, click Roles.
  5. In the Role Type drop-down list, select [Custom Role Type]. (Selecting any other role type is only recommended for advanced administrators of Facility Scheduler.)
  6. In the right pane, click Add.
  7. Select the role and click OK.
  8. Repeat steps 6 and 7 for each role you want to assign the user.
  9. In the Actions group, click Save & Close.

You have assigned the role to the user. If you want to give full administrator permissions to this user, see Administrator Permissions below.

 To remove a role from a user
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Edit User.
  4. In the Show group, click Roles.
  5. Select the role you want to remove.
  6. In the right pane, click Remove.
  7. In the Actions group, click Save & Close.

You have removed the role from the user. You may want to follow the instructions above to assign a new role to the user.

 

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Administrator Permissions

Giving administrator permissions to a user allows them complete control over your Facility Scheduler dataset. You should be selective and cautious when assigning administrator permissions.

To ensure that you don't give administrator permissions unintentionally, Facility Scheduler includes some safeguards. To give users permission to manage other users and roles, you must

  • enable them to unlock user accounts. (Select Login Admin).
  • assign them the system role of Administrator.

The Administrator role also provides system-wide access to all calendars and actions. To ensure that a user has complete system-wide permissions in Facility Scheduler, you must also designate them a Site Admin. This allows the user to manage resource labels, site information, and password requirements. Being a Site Admin does not include any additional permissions beyond these.

To ensure that a user has system-wide permissions in Facility Scheduler, follow the three sets of instructions below.

 To give a user permissions to unlock user accounts
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Edit User.
  4. In the Show group, click Login.
  5. Select Login Admin.
  6. In the Show group, click Roles.
  7. In the Role Type drop-down list, select [Custom Role Type]. (Selecting any other role type is only recommended for advanced administrators of Facility Scheduler.)
  8. In the right pane, click Add.
  9. Select the role Administrator and click OK.
  10. In the Actions group, click Save & Close.

You have given the user permissions to unlock user accounts. To ensure that the user has system-wide permissions, you must also give permissions to manage users and roles and to resource labels, site information, and password requirements.

 To give a user permissions to manage roles and users
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Edit User.
  4. In the Show group, click Login.
  5. Select Login Admin.
  6. In the Show group, click Roles.
  7. In the Role Type drop-down list, select [Custom Role Type]. (Selecting any other role type is only recommended for advanced administrators of Facility Scheduler.)
  8. In the right pane, click Add.
  9. Select the role Administrator and click OK.
  10. In the Actions group, click Save & Close.

You have given the user permissions to manage users and roles. To ensure that the user has system-wide permissions, you must also give permissions to resource labels, site information, and password requirements and to unlock user accounts.

 To give a user permissions to resource labels, site information, and password requirements
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Edit User.
  4. In the Show group, click Login.
  5. Select Site Admin.
  6. In the Show group, click Roles.
  7. In the Role Type drop-down list, select [Custom Role Type]. (Selecting any other role type is only recommended for advanced administrators of Facility Scheduler.)
  8. In the right pane, click Add.
  9. Select the role Administrator and click OK.
  10. In the Actions group, click Save & Close.

You have given the user permissions to manage resource labels, site information, and password requirements. To ensure that the user has system-wide permissions, you must also give permissions to manage users and roles and unlock user accounts.

 

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Unlocking User Accounts

A user account is locked after five consecutive unsuccessful log-in attempts. Usually, this happens when users forget their passwords. When a user account is locked, no one can log in as that user.

User accounts are automatically unlocked after one hour. Users designated as Login Administrators are unlocked after 15 minutes. If a user needs to access an account sooner, a login administrator can unlock the user account manually.

 To unlock a user account manually
  1. On the Administration tab, click Users.
  2. Select the use.
  3. In the Actions group, click Unlock.

If users still cannot remember their password, you may want to also change their passwords for them. This way, they won't lock their accounts again. Or, you can instruct users to reset their passwords themselves.

 

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Changing Other User's Passwords

If users have completely forgotten their passwords, you may want to change the passwords for them. Or, you can instruct users to reset their passwords themselves.

 To change another user's password
  1. On the Administration tab, click Users.
  2. Select the user.
  3. Click Edit User.
  4. In the Show group, click Login.
  5. Enter the new password (twice to confirm it).
  6. Click Save & Close.

Password Requirements

Passwords must be between 6 and 15 characters long. They cannot contain any part of the user name, and cannot have consecutive letters, numbers, or other characters. We recommend that passwords include at least two letters and two numbers, and are at least eight characters long. Administrators may set additional password requirements for Facility Scheduler users.

 

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Changing User Names

Users cannot change their own user names. Another user with administrator permissions is required to change user names. To change a user name, you cannot be logged in as that user.

 To change a user name
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Edit User.
  4. Enter the new user name.
  5. In the Actions group, click Save & Close.

The user name is changed. The user cannot log in with the previous user name.

 

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Inactivating User Accounts

Inactivating a user account leaves the account in Facility Scheduler, but prevents the user from logging in. This security feature allows you to easily prevent a user from accessing Facility Scheduler, without having to delete the account entirely. Additionally, inactivating the account is a visual cue to other Facility Scheduler users that this person is unavailable to perform his or her normal tasks. You can activate user accounts again.

 To inactivate a user
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Edit User.
  4. Under Login Information, clear the Active box.
  5. In the Actions group, click Save & Close.

 

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Disassociating User Accounts

Disassociating a user account removes the user's access to Facility Scheduler, but allows the user to access to other ACS Technologies products.

 To disassociate a user
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Disassociate User.
  4. Click Yes to confirm.

The user's account is now listed as a Login. You can associate the Login again by creating a user account from it.

 

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Deleting User Accounts

Deleting a user account means that the user no longer has access to Facility Scheduler. When you delete users' accounts, you also have the option to

  • delete their Login records — the records of their user names and passwords for other compatible ACS Technologies software. They will still be able to access the other software. (Select Delete Login.)
  • delete their Individual records — their personal information, name, address, etc. (Select Delete Individual Record.)
  • delete both their Logins and Individual records — (Select Delete Login and Individual Record.)
 To delete a user
  1. On the Administration tab, click Users.
  2. Select the user.
  3. In the Actions group, click Delete User.
  4. In the window, follow the instructions to also delete the Login or Individual record or both.

 

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