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, …

  • Get more information about a specific topic, by clicking on the video icon

  • 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)

  • If employee needs to check-in for a resource: watch the videos about screens, QR and NFC configuration, depending on what technology you want to use

  • 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:

  1. Add users one-by-one

  2. Add users in batch using a template

  3. Use SSO & User provisioning (set up together with IT)

2. DEFINE USER PRIVILEGES & RULES FOR EACH SITE

  1. 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)

  2. 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

  3. 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)

  4. Time limit for future reservations

  5. Utilization limit of active resources (feature can be inactive for your company)

  6. User privileges:

    • 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.

  1. Go to ‘Site configuration’ > ‘Resource types’

  2. Add the resource type

  3. 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.

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