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Overview

Every user in the Concept3D Room Reservations platform belongs to exactly one user group. User group assignments determine which reservation policies apply to that user, including space type access restrictions, duration limits, and daily booking limits.

This article covers how to assign users to groups — during user creation, by editing an existing user, and in bulk.

Who Should Read This

• Platform Administrators responsible for managing user accounts and group membership

Prerequisites

• Platform Admin role
• At least one user group created (in addition to the default group)

How Default Assignment Works

When a new user account is created, the platform automatically assigns that user to the Default user group. This happens whether the account is created manually by an administrator or through any other account creation flow.

To assign a new user to a different group, the administrator can either select a group during user creation or change the assignment after the account is created.

Step-by-Step: Assigning a Group During User Creation

1. Navigate to Users > All Users in the Admin panel.
2. Click Create User.
3. Fill in the required user details (name, email, role, etc.).
4. In the User Group dropdown, select the desired group.
5. The dropdown displays all user groups configured in the platform.
6. The field defaults to the Default group.
7. This field is required — every user must belong to a group.
8. Click Save.

Step-by-Step: Changing an Individual User's Group

1. Navigate to Users > All Users in the Admin panel.
2. Click on the user to edit.
3. In the User Group dropdown, select the new group.
4. Click Save.

The user's reservation policies update immediately to reflect the new group's rules.

Step-by-Step: Bulk Assigning Users to a Group

Bulk assignment allows Platform Administrators to change the group (and optionally the role) for multiple users at once.

1. Navigate to Users > All Users in the Admin panel.
2. Select the checkboxes next to the users to reassign. Select at least 2 users.
3. Click the Bulk Assign button that appears above the user table.
4. In the Bulk Edit modal:
5. Role: Select a new role to apply, or choose No change to leave current role assignments unchanged.
6. User Group: Select a new group to apply, or choose No change to leave current group assignments unchanged.
7. Review the confirmation message.
8. Click Assign [X] Users to apply the changes.

Important notes about bulk assignment:

• Selecting No change for either the Role or User Group field preserves each user's existing assignment for that field.
• If any single user assignment fails during the bulk operation, the entire update fails and no changes are applied.
• A success confirmation displays after the operation completes.

Viewing Group Assignments

The All Users page displays each user's current group assignment in the Group column, located to the right of the Role column. Platform Administrators can use this column to quickly review group membership across the user base.

Common Use Cases

Onboarding New Faculty

When new faculty members are added to the platform, create their accounts with the "User" role and assign them to the "Faculty" user group during creation. This ensures they immediately have the correct space access and booking rules.

Semester Changeover

At the start of a new semester, use bulk assignment to move a batch of users from one group to another. For example, graduate students who previously had "Student" group access could be moved to a "Faculty" group if they become teaching assistants.

Correcting Misassigned Users

If users were created without the correct group assignment (and defaulted to the Default group), use the bulk assignment feature to select those users and assign them to the correct group in a single operation.

Troubleshooting

Related Articles

• Understanding User Roles vs. Reservation Policies
• Setting Up User Groups and the Default Group
• Configuring User Group Reservation Policies
• Configuring Space Type Booking Policies