Archibus SaaS / Reservations
Workplace Services / Reservations
Roles, Security Groups, and Variables for Meeting Space Reservations
The Reservations application and module provide several roles and security groups for working with meeting space reservations. An administrator must first assign the reservation security groups to roles. Then, based on their assigned role and each role's assigned security groups, users have access to different tasks and different restrictions for creating reservations and canceling reservations.
For information, see Assign Processes to Roles or Users and the Assign Security Groups to Roles task.
Reservation Security Groups
The following are the available security groups and their features.
| Security Group | Record in afm_groups table | A user assigned to a role with this security group has access to: |
|---|---|---|
| Reservation Manager | RESERVATION MANAGER |
All Reservation features and tasks. |
| Reservation Approver | RESERVATION APPROVER |
Approve Reservations process (non-SaaS offering) Approve process (Archibus SaaS) Users see only reservations for rooms/resources if they belong to the defined "group allowed to approve." |
| Reservation Assistant | RESERVATION ASSISTANT |
Reserve Room and/or Resources process. Reserve process (Archibus SaaS) |
| Reservation Host | RESERVATION HOST |
Reserve Room and/or Resources process (non-SaaS offering) Reserve process (Archibus SaaS) |
| Reservation Service Desk | RESERVATION SERVICE DESK |
non-SaaS offering processes
For Approve Reservations, a user sees only reservations for rooms/resources where "Group allowed to approve" IS NULL, and those for which the user belongs to the defined "group allowed to approve." |
| Reservation Trade | RESERVATION TRADES | Manage Trade Work process |
Restriction Variables
In the Reservations application, most roles (including the AFM user) have certain restrictions that affect actions such as when they can create a room/resource reservation or cancel a room/resource reservation. The Reservation Manager does not have any of these restrictions, and the Reservation Service Desk role does not have most of these reservation restrictions. For example, the Reservation Manager and the Reservations Service Desk Manager can cancel reservations at any time. The Reservations Manager can select multiple reservations when canceling reservations.
The restriction variables specified in the Resources table and Room Arrangements tables, such as Cancellation # of Days Ahead, specify restrictions for most users. For example, the Cancellation # of Days Ahead restriction specifies that the reservation can be canceled until a certain number of days ahead of the meeting.
The following are restriction variables that are defined for resources and room arrangements. For detailed information on the purpose of each field, see:
| Variable | Description |
|---|---|
| Maximum Days Ahead | Restricts all roles except Reservation Manager, Reservation Assistant, and Reservation Service Desk |
| Available for Group | Restricts all roles except Reservation Manager and Reservation Service Desk |
| Announcement # of Days Ahead | Restricts all roles except Reservation Manager and Reservation Service Desk |
| Announcement Time | Restricts all roles except Reservation Manager and Reservation Service Desk |
| Cancellation # of Days Ahead | Restricts all roles except Reservation Manager and Reservation Service Desk |
| Cancellation - Latest Time | Restricts all roles except Reservation Manager and Reservation Service Desk |
| Group Allowed to Approve |
|
| Maximum Capacity | Maximum number of people allowed for a room arrangement |
| Minimum Required | Minimum number of people allowed for a room arrangement |
| # of Days to Approve | [not used for any roles in this release of the Reservations application] |
Default Requested Values
When a user creates a room or resource reservation, the Requested By values are by default left blank for the Reservation Manager and Reservation Service Desk roles.
For all other users, the Requested By values are by default filled in with the same value as the Created By value. Reservation Host users are not allowed to change the Requested By roles (these fields appear as read only.)