Create User and Item Groups
User Groups
User groups help you organize users in Cheqroom according to their common attributes, allowing you to go beyond roles and permissions.
On Cheqroom, click on Settings in the left-hand menu.
Click on Equipment access.
Click Create new user group.
Give your group a name and optionally add a description to clarify the characteristics shared by users in the group.
Item Groups
Item groups are a way to segment Items based on Item information, including custom fields. Follow these steps:
In the Equipment access settings page, select the three dots next to the group you want to edit, then click Edit.
Click Add item group.
Choose a name for the Item group.
Use the filters to narrow down or expand the Items that should belong to the Item group based on properties like category, brand, or custom fields.
Once satisfied with your Item group, click Add item group.
Managing User Groups
Assign Users to a User Group
After creating user and Item groups, the next step is to assign users to these groups.
Click on Users on the left-hand menu.
Select the Users you want to add to your recently created User Group.
Click on Action, or Bulk actions if relevant, and then Assign user group.
Edit User Groups
To make modifications to an existing User Group:
In Cheqroom, go to Settings.
Click on Equipment access.
Select the three dots next to the group you want to edit, then click Edit.
Make your desired modifications and click Save changes.
Managing Item Groups
Using Filters
Filters help segment Items based on their properties such as category, brand, purchase price, or other custom fields.
Filter Rules: A specific value of a property (e.g., “Canon”) or a range of values (e.g., “less than $500”).
Filter Groups: Contains several filter rules to navigate complex Item Groups.
Edit or Delete an Item Group
To make changes to an Item Group:
Edit Group: In the User Group settings, go to the Equipment Access block, click on the three dots next to the Item Group, and select Edit.
Save Changes: Make your changes and click Save. To delete, confirm your choice.
Restricted Items and Equipment Access Conflicts
Users in specific User Groups are only allowed to reserve or check out items specific to that Group. This limitation improves safety, for the Users and Equipment, in specific situations.
View Restricted Items
In a reservation, users can opt to view restricted items, identified with an orange Restricted modal. Unavailable items are marked with a red modal.
Adding Restricted Items
Users can add restricted items to their draft reservation, but these will be automatically removed if the user does not have permission to ignore restrictions.
Ignoring Equipment Access Conflicts
Admins can override restrictions:
As usual, create your reservation.
A modal will pop up. Click on the toggle to ignore the conflict.
Click Reserve to complete the reservation.
NOTE: Only account owners and workspace admins can ignore conflicts by default. However, this permission can be enabled for other roles as needed.
You can read more on our How to Manage User Roles and Permissions guide.
By understanding and utilizing Cheqroom's User Groups and Equipment Access features, you can efficiently manage your inventory, ensure the safety of your valuable equipment, and streamline your workflow.