Collaborators

As administrator, you have access to the list of all collaborators present in your Semana space in the Collaborators tab. From this tab, you can add, edit or suspend your users.

• 1. Source of provisioning
• 2. Management of provisioned collaborators.

1. List of collaborators.

A. The different views.

The list of collaborators contains all the collaborators present in your space. This list has 3 distinct views: Active, Suspended and All.

• Active : All active accounts in your Semana, i.e. collaborators who can access the tool
• Suspended: All suspended accounts in your Semana, i.e. collaborators who no longer have access to the tool, but whose data you retain. By default, a suspended collaborator will be deleted two years after suspension.
• All : All collaborators, whether or not they still have access to Semana.

You can sort this list alphabetically using the various information displayed (name, email, etc.), but you can also filter the list of collaborators according to the following parameters:

• Community
• Provisioned
• Role
• Public holidays calendar

B. List information.

From the collaborator list, you can access the following information:

• Name: First name and last name of the collaborator. If both information appear together
• Email: Email the collaborator must use to access Semana
• Community: Collaborator's home team, which can be used for policies and assignments.
• Status: Whether or not the collaborator can connect to Semana.
• Provisioned: If Yes, then the account is synchronized with another tool; if No, then the account is not synchronized.
• Role: Different rights that collaborators can have.
• Public holiday calendar: By default, corresponds to your workspace calendar, but may be different if some collaborators are in other countries.
• Last connection: Period corresponding to the last time the collaborator connected to Semana.

C. Provisioning

To simplify the updating of your collaborator list, you can resort to provisioning.

When configuring certain integrations, you will notice that it is possible to activate user synchronization. To do this, simply check the "User synchronization" box.

This way, each time the two tools synchronize, the list of collaborators will be updated. In this way, collaborators present only in your HRIS will be added to Semana, and collaborators present only in Semana will be suspended.

User provisioning can be activated with the following software:

• Google
• Microsoft
• Slack
• All HRIS

Once an collaborator has been provisioned, it is not possible to modify his/her e-mail address or status. A distinction can be made between provisioned and non-provisioned collaborators via the Provisioned column:

• If Yes, then the collaborator is provisioned.
• If not, a No will be displayed.

It is possible to deactivate the provisioning of a collaborator. To do this, simply change the provisioning from "Yes" to "No" in the collaborator edit menu (the pencil icon). Once provisioning has been deactivated, it becomes possible to modify the information linked to a collaborator without the latter being suspended at the next synchronization.

D. Roles

There are three distinct roles within Semana: basic, advanced and administrators. Each of these roles has different accreditations within your workspace. This article will help you understand what is possible depending on your role.

Basic: This is the role held by the majority of workspace members. They can make reservations on the spaces and periods accessible to them according to the different policies and assignments chosen by the administrator. If a resource is deactivated, or in a different community to that of the collaborator, then he/she will not be able to make reservations on it. They can add favorites, but cannot influence their reservations. For example, it is impossible for a collaborator with the basic role to modify another collaborator's resource or schedule.

Advanced: allows certain collaborators to have more rights than the basic role.

This means they can make reservations in the past, make reservations after the end of their reservation period, and override their policies without requiring approval.

Administrators: Administrators are those with full rights within the Semana workspace. They have control over account settings (office creation, gauge management, community editing, etc.). They are also the ones who have access to the application's dashboards and schedules for all collaborators and managers.

Their status allows them to override numerous rules, such as the ability to reserve a deactivated office, or an office belonging to a community other than their own.

2. Adding and editing

A. Add a collaborator.

You can add collaborators to this list via the Add button.

You'll then need to fill in all the information in the list. For communities, you can choose from any of the existing Semana communities. If you can provision the account you create manually, it will then be synchronized with your source of truth.

B. Editing a collaborator.

To edit a collaborator's information, click on the pencil icon.

You can then modify all the information about an collaborator.If a field is grayed out, it cannot be modified.You cannot modify the status or e-mail of a provisioned collaborator. Similarly, it is not possible to provision an administrator.

A suspended collaborator cannot be modified; to do so, he or she must be reactivated.

C. Mass editing.

By checking the box to the left of several collaborator names, you can edit information on several accounts simultaneously.

3. Managed persons.

Still in the collaborator editing window, you can assign collaborators to another collaborator. To do this, click on Managed People. You can then assign collaborators and communities. The person with these assignments then becomes the manager.

Manager collaborators have an additional icon enabling you to manage managed persons directly, without having to go through editing.

4. Import and Export.

To simplify account creation and modification, you can import and export the list of collaborators.

You can import and export in the following formats: CSV and XLSX

Here's a template containing all the information you need to update your collaborator list via import.