How to: Neighbourhood Restrictions
This feature is per site level. So each site level you want to enforce restrictions on, needs to be done manually on each.
OfficeMaps now allows Administrators to restrict reservations and Check-in by Neighbourhoods.
Neighbourhoods are a way for Administrators to mark an asset as being typically assigned to or used by a group within the organisation. This way users can get an idea of which assets they should check in to and Administrators can run reports on how assets are used.
Neighbourhoods are only available to sites on a Professional or higher plan.
How to configure Neighbourhoods - Click on the Main Menu at the top left-hand corner of the screen and choose the option Preferences -> Neighbourhoods. You will see a list of Neighbourhoods already added to the system which can be added to, edited or deleted as desired. To delete any of these that do not apply to your organisation, simply click on the X on each row and confirm the deletion. Note: an asset can only be associated with one neighbourhood.
Reservations and Check-Ins can be restricted on site levels where Neighbourhoods are associated with one or more Departments in in the Setting Page for a Floor location. The user's Department membership will determine which Neighbourhoods they can use.
To enable restrictions Administrators will have to configure Neighbourhoods and Departments.
How to configure Departments - Click on the second tab in the left hand panel to see the Department Tree. You will see a number of example Departments that come with your initial configuration. Right click on each one that you want to remove in the Department Tree and select the option Delete. If you have added users to your system manually you can add users to Departments by right-clicking on the name of the department and choosing Settings. More information about Departments can be found here: Step 8: Setting up the Department Tree
To Enable Reservation and Check-In Restrictions go to:
- Click on the menu in the top left corner (Company Name).
- Click Preferences -> Allocations.
In Allocations scroll down to Neighbourhood Restrictions like the image below:
The most common configuration to enable Neighbourhood Restrictions would be to check the box Enable Neighbourhood reservation restrictions but uncheck Enable Neighbourhood check-in restrictions.
With this configuration people will only be able to reserve assets in neighbourhoods that relate to departments they are members of, but if they come to the office they will still be able to check in to assets assigned to other neighbourhoods.
After configuring Neighbourhoods and Departments and enabling the feature in Preferences, you can link both Neighbourhood and Departments together following the steps below:
- Click on the level in the Location Tree that you would like to restrict.
- Right click on the level.
- Click on the 'Settings' button.
In the Settings scroll down to Neighbourhood Area like the image below:
Click in the 'Add Neighbourhood' button and select the Neighbourhood and the Department you want to link to create the restriction.
Unless the option 'Exempt Administrators from Neighbourhood restrictions' is enabled, OfficeMaps Administrators and Instance Administrators will have the same restrictions applied to them as if they were standard users.
When the option 'Exempt Administrators from Neighbourhood restrictions' is enabled, an Administrator will be able to reserve an asset for another user, even if restrictions prevent that person from adding it themselves.
If a person has a reservation for an Asset and that asset has restrictions preventing the person from checking in, that reservation will be allowed to check in. (as an administrator may have created it, or it was created before restrictions were applied).
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