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In ACS Facility Scheduler, you control the security of your data set by assigning roles to users. Users are people who can log in to and use Facility Scheduler.

Roles determine a user's permissions, including calendars they can view and actions they can perform. Roles are also a time-saving feature: you can assign the permissions to a role, and then assign that role to several users. You don't have to tediously assign the permissions for each user. 

On the Administration tab, when viewing the list of users, roles display in a separate column so you can view them at a glance.

If you are setting up ACS Facility Scheduler for the first time, we recommend creating roles before users. This speeds up the process of assigning permissions to users. See Adding Roles.

 Built-in Roles

Just as it includes built-in users, Facility scheduler includes three built-in roles: Administrator, Member, and Guest. These are common roles that you will probably assign to many of your users.

Administrator — The Administrator role is the only role that has permissions to manage roles and users. No other roles can manage roles and users. The Administrator role also gives access to all calendars. The Administrator role does not include permissions to unlock user accounts, manage resource labels, site information, and password requirements. See Administrator Permissions to learn about adding these permissions. For security purposes, you cannot edit or delete the Administrator role. (It doesn't appear in the Roles window for this reason.)

Member — By default, the Member role includes permissions to view published events and add new events. You can change these permissions and delete the Member role as you see fit.

Guest— The Guest role only allows the user to view published events. For security purposes, you cannot edit or delete the Guest role. (It doesn't appear in the Roles window for this reason.)

 Adding Roles

You can create an unlimited number of roles to assign to users. Examples of roles include:

  • Childcare Volunteer — add and edit permissions to nursery, child Sunday School, and VBS calendars
  • Childcare Coordinator — all permissions to nursery, child Sunday School, and VBS calendars
  • Calendar Operator — all permissions to all calendars, but no permission to reports or people

As we illustrate above, it is common to have both "volunteer" and "coordinator" roles for related calendars. Volunteer roles are usually limited to add and edit permissions for specific calendars. The corresponding coordinator roles usually have all permissions to the same calendars. You may also have calendar operators who make sure the your Facility Scheduler data set is clean and up-to-date.

Role Types

In the role type list, you can select Member, Guest, or [Custom Role Type]. Unless you have advanced knowledge of Facility Scheduler, we strongly recommend selecting [Custom Role Type] for any roles you create. Selecting [Custom Role Type] means that the role 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 roles and users more permissions than you intended. To learn more, see Role Types.

 To add a new role
  1. On the Administration tab, click Roles.
  2. In the Actions group, click Add Role.
  3. Enter the Name of the role.
  4. 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.)
  5. To add another role, click Save & Add Another. Otherwise, click Save & Close.

You have created the role. However, the role isn't much use without permissions assigned to it.

 Assigning Permissions

When you change the permissions for a role, the permissions for all users assigned to that role are updated.

You can manage permissions in the these areas:

  • People — Add, edit, and delete individuals
  • Reports — View and print reports (based on permissions to specific calendars)
  • Scheduler (All Calendars) — Create and manage all calendars, event types, resources, resource categories, and tags
  • Individual Calendars — Specific permissions for each calendar

For each calendar, you can manage these permissions:

  • Booking restricted resources
  • Approving, canceling, and confirming events
  • Publishing events
  • Adding, deleting, viewing, and editing events
  • Selecting tags
 To assign permissions to a role
  1. On the Administration tab, click Roles.
  2. Select the role.
  3. In the Actions group, click Edit Role.
  4. Under Permission Summary, click Edit.
  5. Select the permissions you want the role to have, then click OK.
  6. In the Actions group, click Save & Close.

Shortcuts

To quickly give all permissions to all calendars, under Scheduler, select All Rights to all Calendars.

To quickly give or remove permissions to all actions, at the bottom, click Add All or Remove All.

 Deleting Roles

As long as the role is not assigned to any users, you can delete roles that you no longer need. You cannot delete the Administrator or Guest roles.

 To delete a role
  1. On the Administration tab, click Roles.
  2. Select the role.
  3. In the Actions group, click Delete Role.
  4. When the confirmation message displays, click Yes.
 Printing Roles

After adding roles, you can print a list to make sure you've included them all. 

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


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