Workspace access rights: overview

Workspace access in UnSpot is configured in several places in the management console: in Access Groups, in the organisational structure, in the card of the resource itself and in the office booking rules. This page is the entry point to the section: it shows what access is made of and sends you to the right article depending on your task.

What to know before you start

• Role. Access Groups are created and configured by the Super Administrator — the “Groups & Teams” page opens for them only, while the Users Administrator changes group membership through the employee card. Resource settings on the map and the office booking rules are available to the Super Administrator, the Office manager and the Offices Administrator.
• There are three sources of access, and they add up: Access Groups, the owner department of the resource and the assignment of a resource to an employee. Any one of them is enough.
• Access and limits are different layers. Access decides whether an employee sees the resource at all; the booking horizon and the booking policies decide how much and how far ahead they may book.

Articles in this section

The section is split by responsibility: some articles explain how the logic works, and one article is a reference of every setting with its allowed values.

Article	What it covers	When to open it
How workspace access rights work	How the sources of access add up, how resource types differ, what is not access	To understand the system as a whole and stop guessing while configuring
Configuring resource access rights: all settings	Reference: every setting, its values, what it does and what it affects	When you are configuring and need the exact value of a field
Access Groups: rules and configuration options	Group rules, the built-in ALL USERS group, typical full and restricted access schemes	When access is granted by groups
Workspace access through the organisational structure	The “Owner” field, the hierarchy rule, when the organisational structure beats groups	When resources belong to departments
Assigned seats, priority and the booking horizon	Assignment types, the two different “Priority” options, the 28-day limit, the office horizon	When resources have permanent owners or a priority

Task → where to go

Task	What to configure	Article
Open resources to every employee	On the resource — “All users”	Configuring access rights
Restrict resources to a group of people	An Access Group linked to the resources	Access Groups
Hand resources over to a department	The “Owner” field in the resource card	Organisational structure
Give an employee a permanent seat	Type of use “Assigned”	Assignment and priority
Give a team priority on certain days	“Bookable” + “Priority” with a group	Assignment and priority
Configure access to a meeting room or a locker	Access Groups on the object itself — the owner and the assignment do not apply to them	Configuring resource access rights
Limit how far ahead people may book	The booking horizon (“Advance booking threshold”) in the office card	Assignment and priority
Work out why an employee does not see a resource	All sources, one by one	Access rights logic

Setting things up from scratch

1. Fill in the organisational structure and assign departments to employees, if you plan to hand out resources by department.
2. Create Access Groups for the circles of employees that do not match the organisational structure.
3. Open access at the space level — office, building, floor — otherwise the resources inside will not appear.
4. Configure access on the resources themselves: groups and, if needed, the “Owner” field.
5. Set the type of use and the booking type wherever assignment or priority is needed.
6. Configure the office booking horizon if advance bookings need to be limited.
7. Check the result on the account of a regular employee — some limits do not apply to the Super Administrator and the Office manager.

Common misconceptions

• “No one” closes the resource. It does not: this option only removes group access. The resource is fully closed by the type of use “Unavailable”.
• Access to a floor opens the resources on it. It does not: the link is needed on each object separately.
• An Access Group is mandatory. It is not: an owner department or an assignment is enough.
• The settings conflict with each other. They do not: they add up, so no conflict arises.
• You can check the result on an administrator account. It depends on which: the horizon and the limits do not apply to the Super Administrator and the Office manager, while the Offices, Users and Integrations Administrators are subject to them. The safest check is a regular employee’s account.

Symptom → where to look

Symptom	Where to look
An employee does not see an office or a floor	Access on the space itself
The office is visible, but there are no resources	Group links on the resources
The resource is visible but unavailable on a distant date	The office horizon and the 28-day limit on assigned resources
The resource is only available today	Booking type: “Day to day” or “Priority”
The resource disappeared after the card was edited	Type of use and the list of priority employees
It works for the administrator but not for the employee	The role of the person checking

Related articles

• Booking control: overview
• How workspace access rights work
• Configuring resource access rights: all settings — the settings reference
• Access Groups: rules and configuration options
• Assigned seats, priority and the booking horizon
• Booking policies — booking limits, booking for colleagues and for guests
• Employee subordination: overview — the neighbouring topic: rights over people