Configure Everyday Users

EMS classifies users as Guests/Visitors or Everyday Users. Everyday Users can request or reserve spaces and services in EMS applications.

Configure each Everyday User and assign the appropriate security template and process templates to control access and available reservation options. You can also assign groups and delegates to the user.

1. On the EMS Desktop Client menu bar, select Configuration > Everyday User Applications > Everyday Users.

2. Before you create a user, check whether the user already exists. In Find, enter the user's name or email address.

   The search is not case-sensitive, but characters must appear in the order that you enter them. You can narrow the results by Group Type, City, Status, or Process Template.

3. Select Display.

   The search results appear in the lower pane. If the user does not exist, continue to the next step.

   If the Users linked to Groups via External Reference system parameter is set to Yes, the results also include Group and City columns.

4. Select New.

   The Everyday User dialog opens.

5. Enter the user information.

   Name, Email Address, Status, and Security Template are required. Password is required unless your organization uses the optional Integrated Authentication module. Complete the other fields as needed.

   Field	Description
   Name	Enter the user's name. The name can contain up to 30 characters, including spaces.
   Password	Enter the password that the user uses to sign in to EMS Web App. Leave this field clear if your organization uses the optional Integrated Authentication module, which uses the user's network password.
   Email Address	Enter the user's full email address. The user enters this address to sign in to EMS Web App.
   Phone 1 / Phone 2	Optional. Enter the user's phone numbers.
   Notes	Optional. Displays additional information about the user. This field is read-only.
   External Reference	Optional. Enter an external reference to associate the user with another application, such as EMS Human Resources Toolkit.
   Network ID	Enter the user's network ID.
   Email Opt Out	Optional. Select this option to prevent automatic emails, such as reservation summary emails, from EMS Web App. The user can still receive manually sent emails.
   Status	Select the user's status: Active: The user can sign in to EMS Web App and EMS for Outlook. Pending: The user cannot sign in to EMS Web App or EMS for Outlook and receives a message to try again later. Inactive: The user cannot sign in to EMS Web App or EMS for Outlook and receives instructions to contact the EMS administrator.
   Security Template	Select the security template that controls the user's access, such as available menu items and event information.
   Time Zone	Optional. Select the user's time zone. For EMS 44.1 and later, assign a time zone to provide a consistent experience across Everyday User Applications.
   Validated	Indicates whether a user who created an account confirmed the account through the activation email. A user whose account is not validated cannot use EMS Web App.

6. Select the Process Templates tab and assign the appropriate process templates.

   The assigned process templates determine the reservation options available to the user in EMS Web App and EMS for Outlook.

7. Select the Groups tab to assign groups for which the user can create and manage reservations.

   Use Find and Type to filter the groups, and then select Display. Select one or more groups, and then select Move (>) to move them to the Selected list.

   To select multiple groups, press and hold Ctrl as you select each group.

8. Select the Delegates tab to assign delegates who can create and view reservations on behalf of the user.

   Select Display to view all available users. To narrow the results, use Search by to search by user name or email address.

   Select one or more delegates, and then select Move (>) to move them to the Selected list. To select multiple delegates, press and hold Ctrl as you select each one.

9. Select OK.