Below video gives a high level overview of how to set up the Tribeloo platform as a global or site admin. In app videos are available next to most features marked with a video icon. Click on the icon to open a detailed explanation video about that specific feature!
STEP 1 - SITE CONFIGURATION
Also check the best practices for setting up sites, wings, and resources.
1. CREATE NEW SITE
Can only be created by a global administrator
Fill in all the details: basics, amenities, site manager settings, …
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Keep site inactive until the actual ‘Go live’ moment
2. CREATE WINGS FOR THIS SITE
Can be created by the site administrator itself if global admin already created the site
Give it a name
Upload an image
3. CREATE RESOURCES:
Fill in the basic details
Assigning a user to a resource can only be done if all the users are already added to Tribeloo (see STEP 2.1.)
Defining the resource level is done afterwards, when the ‘User privileges and rules’ are set up (see STEP 2.2.)
Change the size / shape / position
Set the calendar & approval settings: this doesn’t depend on the user management setup and can already be defined. The calendar is the email address of the resource in Outlook or Google. The approver is the email address of the person that needs to confirm reservations (if set up)
When creating multiple of the same resources (like desks): fill in all the details of one desk & duplicate it to keep most of the defined details.
STEP 2 - USER MANAGEMENT
1. ADD USERS TO THE SYSTEM
Different options are possible:
Add users one-by-one
Add users in batch using a template
Use SSO & User provisioning (set up together with IT)
2. DEFINE USER PRIVILEGES & RULES FOR EACH SITE
Auto-assign resources: Tribeloo will automatically assign resources to reservations without a resource (if not turned on, site admins will have to manually assign resources)
Check-in reminder emails & auto-cancel reservations: define if someone can check-in via email and when to cancel the reservation if no one shows up
General reminder emails: send an email several hours up front to remind someone about their upcoming reservation. You can also add a message and ask agreement (e.g. company COVID rules)
Time limit for future reservations
Utilization limit of active resources (feature can be inactive for your company)
User levels: a global admin can choose if the user levels are the same for all sites, or different for each site (thus a site admin can then define them). User levels are a group of users e.g. HR, sales, marketing, management, ...
Resource levels: determined by site admin, different per site. A resource level is a neighborhooud e.g. flexible desk area, sales area, ...
Matrix: define privileges for each combination of user & resource level. E.g. Marketing is allowed to book the flexible desks and Marketing area (green), they are not allowed to book the finance area (red), and they need confirmation when booking the sales area (blue)
3. DEFINE USER GROUPS (feature can be inactive for your company)
Useful when you want to give a group of users, specific rights concerning the visibility of the sites and on which working days they are allowed to book a resource.
4. DEFINE SITE & GLOBAL ADMINS
Site admin = Person who does the setup & follows up on issues and to-dos for one or more sites
Global admin = Has more rights and can access everything. These users need to be a site admin first before they can be a global admin.
5. ADD EXTRA DETAILS TO AN EXISTING USER
Assign a user level, user group, home site, to users using the batch feature in ‘User table’ or one at a time under user management
STEP 3 - SITE CONFIGURATION
1. ADD EXTRA DETAILS TO AN EXISTING RESOURCE
Assign a resource to a specific person if wanted
Define the resource level (can also be done in batch in ‘Resource configuration table’)
2. MAKE SITE VISIBLE FOR USERS & AVAILABLE FOR RESERVATIONS
On site level, activate the toggle at the top when ready to go live
3. WANT TO CREATE A SITE TO BOOK OTHER RESOURCES?
Examples: lockers, parking spots, company cars, company laptops etc.
Go to ‘Site configuration’ > ‘Resource types’
Add the resource type
Once new resource type is added, you can create a new site and define it as that type
Adding a resource type, will also create a button ‘Book a XXX’ on the homepage of the web application, on the mobile app and in the Outlook add-in, for direct access.