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Users are people who can log in to and use ACS Facility Scheduler. The FS users tab displays their username, first name, last name, e-mail, role type, roles, and if the account is locked.

With adequate permissions to manage users and roles, 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 if users forget their passwords.

If someone is no longer active, you can inactivate, disassociate, or delete his or her user account.

In the Records per Page drop-down list, you can change the number of records that display on each tab, so you can view more users per page. This helps you quickly find the records you need when you search- however, if you select a larger number of records, the query may take longer to process.

 Built-in Users

Just as it includes built-in roles, Facility Scheduler includes a built-in Guest user account. 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 display in the Users window for this reason.) However, you can change and reset their passwords.

 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.

If you are setting up Facility Scheduler for the first time, we recommend creating roles before users.

 To create a new user account
  1. On the Administration tab, click Users.
  2. In the Actions group, click Add User.
  3. If the user does not have a login within ACS Facility Scheduler, click Add New Individual.
  4. Enter the individual's information, then click Save & Close.
  5. Enter the new user's Login Information.
  6. Click Save & Close.

Next, you can 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 individual's last name and click Search.
  4. Select the individual and click OK.
  5. Enter the user name, password, e-mail, and phone information for the new user.
  6. Click Roles.
  7. In the Role Type drop-down list, select a role type, then click Add.
  8. Select one or more user roles, then click OK.
  9. Click Save & Close.

 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, then click Save & Close.
  4. Next to the search field, select Logins.
  5. Select the login.
  6. In the Actions group, click Associate Login.
  7. Enter the individual's last name, then click Search.
  8. Select the individual and click OK.

The person now has a user account to Facility Scheduler. Now you can 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 or 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.

 Assigning and Removing Roles

When you add users for the first time, you must assign roles so that they have permissions to use Facility Scheduler.

As a user’s responsibilities evolve, you can change the assigned roles. You should assign at least one role to each user, but you may want to assign multiple roles to some users. The Roles column displays in the Users grid, so you can see a user's roles at a glance, or group and filter the grid by role.

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. This means that the user functions independently of a role type. Roles types are handy if you know how to use them, but 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.

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.
 Administrator Permissions

Giving administrator permissions to a user gives them complete control over your Facility Scheduler dataset. 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 labelssite 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.

 Unlocking User Accounts

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

Most user accounts are automatically unlocked after one hour; however, 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 user.
  3. In the Actions group, click Unlock.

If users cannot remember their password, you may want to also change their passwords for them. Or, you can instruct users to reset their passwords themselves.

 Printing a List of Users

You can print a list of Facility Schedulers users, which lets you manage who is using the product. The list displays user name, first name, role type, and if the user is locked.

 To print a list of Facility Scheduler users
  1. On the Administration tab, click Users.
  2. In the Actions group, click Print.
  3. When the print preview displays, click File > Print.


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