User access decisions

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User access decisions

Before configuring and using ResSched, you should consider who should be able to access ResSched and what they should be able to do.


Internal Users


Internal users are usually employees or volunteers associated with the organization. Each has their own unique user name ID, often an email address.


System Administrator

System Administrators have the highest user access. In addition to all the rights of a Resource Administrator, they can add, change, and remove users and their access levels, as well as set how ResSched works (Organization Settings).

Resource Administrator

Resource administrators have the authority to add, edit, and delete resources, clients, categories, and related groups.   They can edit or remove bookings by other users and determine users' rights to book or view resources.

General User

A general user can book or view the resources they are approved for.  A general user can be approved for all resources, specific resource groups, or individual resources. They can add, edit, or remove any bookings they make.  General users are subject to the booking constraints set in Organization Settings.

Reserve User

Reserve User IDs are similar to General User IDs, but are limited to using only one status. Reserve user IDs are intended for users who need to book resources only occasionally, or users who must have their bookings confirmed by an administrator.  Reserve Users must be authorized for any resources they book.  By limiting the reserve user to a single status, administrators can see at a glance which reservations need to be confirmed. Once an administrator has changed the status, a reserve user can no longer change the booking.  If allowed In Organization Settings, Reserve Users can delete their own bookings.

View Only User

A view only user is only allowed to view or print information in ResSched.  Administrators can give a view only users the right to view schedules of all resources or just those of specific resources or resource groups.

Public View Only User

A view only user ID without a password that organizations can use to post schedules on their web sites, or allow large numbers of people to look up schedules of specified resources. While often used for providing schedule access to the public, a public view only user ID can also be used to provide access to internal users.




Public and Semi-Public Users


ResSched makes it possible to provide view and limited booking access to public or semi-public (e.g. students at a university) users.


Public View Only Users

For simple view access, a system administrator creates a Public View Only user ID and specify which resources or resource groups that can be seen with that ID. If the administrator gives restricted menu access for that ID, anyone can use the ID to access the simple view only menu. You can also include the ID as part of a URL and connect directly from an external web page. The URL can be set to access the restricted menu directly, or display a specified schedule.

Public Reserve Users

For organizations that have licensed the Enterprise option, system administrators can allow public or semi-public users to make reserve status bookings of selected resources. Email addresses are used as user IDs for reserve users. System administrators can add a list of addresses/IDs to ResSched or allow users to add their e-mail address themselves. These self created ID's can be filtered for acceptability (see User Access in Organization Settings).


Reserve status bookings are usually shown in a different color from normal bookings. The color is set by a system administrator in Organization Settings. ResSched can be set to e-mail a notification to an administrator whenever a reserve user makes a booking. The administrator can change the status of the booking, edit it in other ways, or delete it. A reserve booking is treated as a real booking and will generate conflict notification if any other proposed booking would over book any of the resources involved in the reserve booking.