In this article, we will show you how to, as an admin, configure your services so users can add them to their meeting room bookings.
Note: In order to access the services configuration area, you need to be a Service Admin
Head to your Organisation Settings and navigate to your location.
2. In the location, select the Services section.
3. In that section you will find multiple tabs for Catering and Equipment and one named User Access.
Catering
This section focuses on catering. There you can create and manage all food and beverage items. You can also set the settings for that category, whether you want a single approval from Facilities admins or dual approval. A dual approval is a first approval by facilities admins (via the requests board), followed by a second approval by a services administrator (via the jobs board).
Equipment
This section focuses on equipment. There you can create and manage all equipment available for your spaces. E.g. cameras, whiteboards, webcam, pens, projector, headphones,...
Create and Manage Items
To create a new item, click on '+Add Item'
Fill in the fields:
Title: Name of your item
Price: The cost
Order Limit: Set a limit of copies available
Description: Give a bit more details about your item
Image: Show what it looks like
Settings:
In that section, you can activate or deactivate the service. When enabled, users will be able to request the item.
By adding a space you make the item available for the selected space. You can make the item available for all your meeting rooms at once or select from the list.
Once you are done, click Save.
To edit an item, simply click on Edit.
To delete an item, click on the bin icon.
User Access
In updating our services model we have created new roles that have varying levels of access to requests. These roles can be assigned from the ‘User Access’ tab.
Note: Only facility admins should have access to this area.
You’ll see a list of all admin-level users, tagged to indicate whether they’re external, internal, or facilities admins. You can add individuals, groups, or external individuals through the “add user” button. Users can be granted permission for catering services.
Access to catering can be granted to any of the following:
User - An individual internal user who can be selected through an employee search.
Group - any group of users available within the Organisation Groups in Spaces which can be searched for using a group search.
External - Any user external to the organisation by entering their name and email address.
CSV Upload
If you have a lot of people to add that aren’t already organised into a group you can add them in bulk with a CSV upload.
Clicking on the CSV option will give you a template to download with all the necessary fields to fill in.
Permissions
Each user’s admin level can be adjusted using a drop-down menu, offering four different roles:
Administrator: Can manage catering menus and jobs, approve pre-approved requests, and change job statuses. Cannot see or change settings - only facilities are able to do this
Coordinator: Limited to the jobs board, can move requests, comment, and assign. They cannot approve requests.
Viewer: Can view the jobs board but cannot make changes. Can leave comments.
None: No access but don’t want to remove them permanently.
Once a role is assigned, users with permissions will have access to the Jobs Board, but their views will be restricted based on the role. For example, a viewer can only see the contents of the request, whereas a coordinator can move the status of the request.
Facilities admins, who already have top-level access, will have their role locked to ensure they retain full control over catering, equipment, and other services.
Note: Depending on their access, users will only have access to the pages and sections they have been assigned to.
External Users
Earlier I mentioned that External people can be added to the catering service and be granted access.
Let’s start with how external users gain access to the application:
Invitation Process:
Once you have added an external party, they will receive an email invitation.Magic Link Email:
Upon receiving the invitation, the user will receive a secure magic link via email.Web App Access:
Clicking the magic link directs the user to the web application login page.Restricted View:
After a successful login, the user will encounter a restricted view of the web app interface, limiting access to authorised functionalities based on the permission level.Onboarding Completion:
The user will also have the option to complete an optional onboarding process to get familiar with the application.Requests:
Once onboarding, the user will be notified by email of any catering request that may require their input.
Find out more about managing requests in our dedicated article here.