Required Roles
| Role | Permissions |
|---|---|
| Platform Admin | Create, Edit, Delete, and View |
| Facilities Manager | Create, Edit, Delete, and View |
| Event Coordinator | View only |
You must have one of these roles in Rooms Admin to view or manage Service Providers. Only Platform Admins and Facilities Managers can add or edit them.
What Is a Service Provider?
A Service Provider is any group or staff member that helps support events or room reservations. Examples include:
- IT / A/V support teams
- Security personnel
- Custodial or facilities staff
- Event planning staff
- Catering or food services
⚠️ Service Providers must be created first before they can be assigned to a reservation during the review process.
Step-by-Step Instructions
1. Go to the Service Providers Menu
In Rooms Admin, navigate to:
Services > Service Providers
2. Add a New Service Provider
Click Add Service Provider to start creating a new provider record.
3. Enter Provider Details
Fill in the required and optional fields:
- Name (required) – The group or department name
- Provider Email Address (required) – Notifications will be sent here when they are assigned to a reservation
- Provider Description (optional) – Add notes about their role or when to involve them
4. Assign Buildings
Select one or more buildings this provider supports.
The provider will only be available for assignments tied to these buildings.
5. Save the Provider
Click Save to finish, or Discard to cancel.
Tips for Success
- Use clear group names that your team will easily recognize (e.g., “Campus IT,” not “Tech Help”)
- Assign the correct buildings so the provider shows up where they’re actually needed
- Use shared or monitored email addresses to ensure reservation notifications don’t get missed
- Keep descriptions short but helpful — this can clarify when to assign the provider