Groups help you manage access and permissions to resources more efficiently within your Scheduler Organization. Instead of setting access or admin rights for each person individually, you can create groups that represent your lab, team, or role — such as “Chen Lab,” “Core Equipment Managers,” or "Lab Scheduling Admins". Once a member is assigned to a group, the group permissions dictate the resources they have the ability to make reservations to. For example, you may want to limit access to specific laboratory equipment to senior staff members that have taken part in appropriate training.
To add members or create new groups, click Application Management (or Responsibilities if you are a Group Admin) in the top menu bar, then select Groups.
Creating a New Group
To create a new group, enter a group name. You can optionally select the checkbox labeled Automatically add new users to this group if you want all new members to be added to the group when they join your Scheduler Organization. This setting can also be applied after the group is created. Once complete, click Add to create the group.
After the group is created, it will appear in your Groups table with additional options to assign membership, adjust resource permissions, and administrative access (additional details on each setting covered below). Selecting Auto Add here assigns new Organization members to the group automatically—the same functionality offered when creating the group. This ensures you can enable or disable Auto Add at any time without missing anything.
Managing Group Members
If managing many groups, the search box can be used to locate a specific group, otherwise, just locate the group in table that you wish to manage.
To add or remove members from a group, click Manage under the Group Members column.
From the Group Members window, Add Users by typing a name or email to quickly locate specific members and add them to the group. Click Browse to view all users in your Scheduler Organization and select those you’d like to include.
To Remove a user from a group, locate their name in the member list and click the red X icon next to their name. Removing a member only revokes their access associated with that group — it does not remove their account from your organization.
Adjusting Resource Permissions
To grant all members of a group access to one or more specific resources, click Change under the Permissions column.
For each resource, you can set the group’s level of access to one of the following options:
None – Members cannot view or reserve the resource.
View Only – Members can view existing reservations but cannot make new reservations.
Full Access – Members can view existing reservations and create new reservations for the resource.
After updating the resource permissions for that group, click Update to save your changes.
To assign the same permission level to all resources at once, click one of the blue links — None, View Only, or Full Access — at the top of the Permissions window.
Adjusting Group Roles
Group Roles can be used to give administrative access to a specific group of users within the Scheduler Organization. You can grant members of a group administrative privileges by assigning one or more roles to that group. To do this, click Change under the Group Roles column.
Each role grants different levels of administrative access and functionality within LabArchives Scheduler. The available roles include:
Application Admin – Holds the highest level of administrative access and includes all the permissions of the Group Admin, Resource Admin, and Schedule Admin roles. Application Admins can manage users, groups, resources, schedules, and all application configuration settings.
Resource Admin – Provides control over resources, including creating, managing, and viewing reservations for assigned resources.
Schedule Admin – Allows creation and management of schedules.
Group Admin – Allows management of users and groups, viewing group reservations, and announcements.
For a detailed explanation of each role type and its privileges, see the Understanding Scheduler Roles and Permissions page.
If you assign Group Admin, Resource Admin, or Schedule Admin roles to a group, a gear icon will appear in the Group Roles column. Click the gear icon to specify which groups (for Group Admin), resources (for Resource Admin), or Schedules (for Schedule Admin) the members of that group can manage.
Assigning a Group Admin
Application Admins can assign a Group Administrator to an existing group by clicking Choose under the Group Administrator column and selecting the appropriate group. Once assigned, the name will appear in the Group Administrator column for that group and the Group Admin will be able to manage the group users, will be able to view group reservations, and send announcements.
Alternatively, you can define which groups a Group Admin can manage by clicking the gear icon under the Group Roles column for that Group Admin. From the Administration menu, select Groups, then choose the groups the Group Admin will oversee. This method is especially useful if you want a particular Group Admin to manage multiple groups.
After being added, the Group Admin can manage that group’s settings — including adjusting resource permissions and managing group members (adding or removing users as needed) — by navigating to the Responsibilities tab and selecting Groups.