Organizations

How To
Once you have signed up one default organization is created for your organization. You can make further changes by going to:
Gfacility -> Admin settings -> Organizations

Click on ‘Create a new organization’ if you want to create a new organization on the first level. Fill out the organization details and save.

Gfacility offers the possibility to derive a financial key like a cost center, job or project from various objects. If this is applicable in your use case, you can fill out a default value per organization. More information can be found on the finance section.

You have the possibility to create new organization categories. Go to:
Gfacility -> Admin settings -> Organizations -> Categories

If you want to create a sub organization, click on the three dots on the parent object, and click on add organization.
Fill out the organization details and save. By using sub organizations you can easily create your own company structure, including departments and sub departments.

Why is this relevant in Gfacility?

The company structure could be used for reporting purposes and restricting data like catering and visitors. More information can be found on the data accessibility and filter section.

Locations

How To
Once you have signed up one default location is created for your organization. You can make further changes by going to:
Gfacility -> Admin settings -> Locations

Click on ‘Create a new location if you want to create a new location on the first level. Fill out the location details and save.

Name: provide the name of the location
Description: provide the description of the location
Class: choose the right class

  • Geography: hierarchy within locations with class Geography is possible. Geography is used to structure your location structure. A Geography could be: Global -> Europe -> Belgium. First level locations have always class Geography.
  • Building: hierarchy within locations with class Building is not possible. Building class is used to identify buildings.
  • Room: hierarchy within locations with class Room is not possible. Room class is used to identify Rooms.

Type: choose the type of the location. A type can be defined per class. For building class this could be: Residential building, Business building, Storage building, Industrial building.

Types can be added by going to:
Gfacility -> Admin settings -> Locations -> Categories

Code: unique identifier of the location
Capacity: only applicable for locations with class room. This is used to specify the capacity of the room.

Link to Google room: select the corresponding Google room if applicable.

The complete location structure can be derived from Google Workspace automatically. More information can be found on the Google Workspace section

Address: specify the address of the location
Make this location available for use when booking a meeting: check the box if this location can be used in the location lookup field in the meeting form.

For locations with the class room you have the possibility to define different room layouts. Go to tab Room layout and add a new layout.

Choose the layout type, the capacity for this layout and mention if this is the default layout. When booking this room, the user has the option to select a layout that is configured for this location.

Lay out types can be added by going to:
Gfacility -> Admin settings -> Locations -> Layouts

Gfacility offers the possibility to derive a financial key like a cost center, job or project from various objects. If this is applicable in your use case, you can fill out a default value per location. More information can be found on the finance section.

Why is this relevant in Gfacility?

The location structure is used across the whole application, varying from restricting data per location, setting up business rules in catering per location, to creating filters and overviews per location. Additionally it’s an important dimension in reporting.

Users

Gfacility -> Admin settings -> Users-> Users

Click on ‘Create a new user’ to add a new user. Fill out the details and click save. Now the user will be able to login to your environment, but the user will still not be able to execute any actions.* Assign one or more groups to the users, once assigned the user will derive all the permissions from the groups. The use will now be able to execute all actions that are allowed according to the groups.

*Licensed users will be able to log in to the solution, once you remove the license of a user, connection to the solution will be refused.

Gfacility offers the possibility to derive a financial key like a cost center, job or project from various objects. If this is applicable in your use case, you can fill out a default value per organization. More information can be found on the finance section.

Gfacility -> Admin settings -> Users-> Default settings

You have the possibility to specify default values like a default location, default organization and default group. These default values will be assigned to newly created users from the Google Workspace directory sync.

Google Workspace introduction

Dedicated Google Workspace account

It is recommended to create a dedicated Google Workspace account for your integration with Gfacility. This will make sure the integration will keep on working smoothly, and that there is no dependency on real users within the company.

Understand the 3-legged approach

Google Workspace provides different approaches for integrating with their services. The integration with Gfacility works via a 3-legged approach. This means the user needs to give consent, and that the access is limited to the data that the Gfacility Google Workspace account has access. More information can be found on the website from Google

Assign permissions

Once your Gfacility Google Workspace account has been created you can assign the required permissions to the users via the Admin console.

Admin console -> Directory -> Users -> Gfacility user

Google Workspace user directory sync

This integration will sync users from your Google Workspace directory to Gfacility. The sync happens every 4 hours.

The Gfacility Google Workspace account requires Read permissions to users.

You can assign an existing pre-built role with the required permissions or create a custom role.

Tip: Before activating the sync, set a default security group, currency, location and organization.
Gfacility admin console -> Admin settings -> Users -> User settings

Note if you use pre-built roles from Google, more permissions will be provided to the account than required. It’s recommended to create a custom role, and only provide the minimum required permissions.

Once a role is selected, select the scope of the role. If the whole organization needs to be synced, select the first level. If only a part should be synced, select the corresponding OU.

Google Workspace location resources sync

This integration will sync the buildings and rooms from your Google Workspace directory to Gfacility. The sync happens every 4 hours.

In general resources in Google Calendar are not restricted since these are most of the time bookable.

If the resource is available within the domain, then no additional changes are required. If it is not available, and if it needs to be synced with Gfacility, then the Gfacility user should have access to the resource.

Note if you have a Global Google Workspace domain across different countries, and if you need to sync only a specific country, you need to contact us.

Tip: If a Google group already exists that has access to all rooms, then add the Gfacility user to the group.

Google Workspace room events sync

This integration will sync the events from rooms to Gfacility. The sync is required if you use the meeting room signages or analytics.

The Gfacility Google Workspace account needs to have ‘Make changes to events’ permission activated on the resource.

Tip: If a Google group already exists that has access to the rooms with 'Make changes to events' permission, then add the Gfacility user to the group.

Activate the integration

Gfacility admin console -> Admin settings -> Google Workspace

Activate the integration by clicking on the on button on the right side. Once you switch the button to on, a pop up will appear. Make sure to select the Gfacility Google Workspace account and to approve the permissions.

Data accessibility and filters

Data in the solution can be restricted according to different business requirements. By using filters, in which you specify the criteria, you can choose what data and who is allowed to see the records.

You can create filters in two different ways. Open the module on the left side, and click ‘Create new’ or go to Gfacility -> Admin settings -> Filters and click on ‘Create new filter’.

Once the form opens up you can specify the following information:

Filter name: the name of the filter
Filter type: the type of the filter. In the next section more information will be provided on the difference.
Category: in which category the filter will be grouped under. The categories are shown on the filter sidebar.
Group: select the groups that will have access to the filter.
Criteria: specify your filter criteria by using the Json query.

There are three types of filters:

Private filters: these are filters that are visible on the sidebar, and only you have access to it. It will filter the data in your view according to the filter criteria.

Public filters: these filters are similar to private filters, but all the users within the selected group(s) have access.

Master filters: these filters are not visible on the sidebar. The filters are used to define what data the users belonging to the groups can access within the solution.

Example

Let’s say you have created your complete company structure, and you need to restrict access per country.

Create your Master filter for Country A and specify the criteria.

All the users that belong to group Country A, will now have access to all data from Organization A. If these users would create a public filter, which shows all data from Country B, nothing will

be shown, even though there is data in the solution for Country B. The data will not be shown, because the master filter only has access to data from Country A.

It’s a flexible approach that can fit all use cases for data restrictions.

Filter layout

The layout of the filter can be changed by drag and drop functionality. To hide columns click on the column chooser on the top right, and drag columns to the box that you want to hide. You can also drag columns from the box to your view.

Once you have changed your view, a pop up will appear that gives you the possibility to save the layout for one or more filters.

Groups

Groups are used throughout the solution for assigning permissions, changes in the workflow and data access restrictions.

Gfacility -> Admin settings -> Groups

Click on ‘Create new group’ and fill out the name and organization of the group. Afterwards click on the three dots and select ‘view group’ to open the details.

In the tab Users can you can add the members that belong to this group. In the Privileges you can select all the permissions that are applicable for this group.

Note that changes in groups are only applied after re-logging into the solution.

Workflows

You can create a workflow for visitors, catering, finance and task types. The workflow is used to indicate where in the process you are for a certain record. The workflow is used throughout the solution going from filters, actions and notifications.

Gfacility -> Admin settings -> Workflow

In the default company setup there will be a default workflow. You can always further customize the workflow.

Create a new status by clicking ‘Create a new status’, provide the details and click Save. You can specify the colors, the module, and you can also indicate whether this status is a cancel or default status.

Cancel status = if a records gets cancelled, it will jump to this status
Default status = it’s the first status in the flow for this module

Once the status is created, click on the three dots and select manage workflow mapping. In this section you can define from which status, to which status the flow can proceed, and additionally you can also specify which groups are allowed to make the status change.

Notifications

Via the notifications administration section you can create email templates, hangout templates and notification rules.

Gfacility -> Admin settings -> Notifications

In the default company setup we provide already a set of templates that are ready for usage. You can always create new templates via drag and drop.

Once the templates are ready, you can create the rules for sending notifications.

Gfacility -> Admin settings -> Notifications -> Notification rules

Click ‘Create a new rule’, fill out the below details and click save.

Settings
Trigger: when does the notification should be triggered? The possibilities are:
1) Event actions
2) Status changes
3) Reminder
4) Other actions.

Trigger type: depending on the trigger, a different set of options will be shown.
1) Event created, updated, cancelled or deleted
2) Per workflow status
3) Meeting reminder, mention reminder
4) Assigned message, count based, assigned message reply

Action: which notification type should be sent? You have the possibility to select an email or Google Hangout.

Template: select the template that needs to be used for sending the email.

Recipients
In this section you can choose who should receive the notification. You also have the possibility to add a recipient that is not known in the solution.

Locations
In this section you can choose for which locations the rule applies. You can have different rules per location.

Theme

Customize the look and feel of the solution by going to the theme settings. You can change the logo, and the color for each module.

Gfacility -> Admin settings -> Theme

GDPR

Create your own GDPR rule by going to:

Gfacility -> Admin settings -> GDPR

Click on edit and specify after how many days/months/years the visitor information should be deleted. The start date of the meeting is taken into account for calculating the GDPR period.

Badge templates

Create your own badge template by going to:

Gfacility -> Admin settings -> Visitors -> Badge template

Click ‘Create a new badge’ and provide the title and specify for which buildings this badge template is applicable. When printing the visitor badges, it will use the building of the meeting for selecting the right badge.

The badge template can be created by dragging and dropping information that is available on the right sidebar. You have the possibility to add:

- Fixed text
- Tags: these are used for deriving information from the visitor. Like the first name, last name etc ...
- Icons
- Shapes
- Uploading your own pictures

Visitor pick up confirmations

In the visitor listing there is a field ‘Confirmed?’ that lets you know whether the pickup of the visitor is confirmed by the host of the meeting.

Best practice is to set up a notification rule that informs the host that the visitor has arrived at the building.This way the reception desk doesn’t have to call each time a visitor arrives at the office.

Gfacility -> Admin settings -> Notifications -> Notification rules

Create a new rule:

Trigger: Status changes
Trigger Type: Check in
Action

  • Email: Your visitor has arrived
  • Hangout: Your visitor has arrived
Recipients: Organizer
Building: Select for which buildings you want to activate the notification rule

You could create one rule for an email and one for a hangout. Note that a hangout can only be sent if the user has added the Gfacility BOT the a hangout message.

A dynamic email will be sent to the organizer. The organizer can simply click on the button Confirm visitor to confirm the pickup.

If you have activated the hangout notification, then the user could also confirm the pick up directly from the phone or hangout web.

The reception desk can easily follow up whether the host has confirmed the pick up, and how long ago it was confirmed.

Catering products and rules

Create catering products by going to:

Gfacility -> Admin settings -> Catering -> Catering products

Click ‘Create a new product’ and fill out in the first tab the details of the product.

Name: The name of the catering product. The name will be visible when booking catering in a meeting.
Description: Extra information of the catering product. The description will be visible when booking catering in a meeting.
Category: The category of the catering product. Users are able to easily find products in the meeting by filtering by category.
Organization: The organization that is responsible for the catering product. This field can be used to restrict visibility of catering products in the admin settings.
Tags: Add one or more tags for the catering products. This can be used to easily classify your catering products.
Purchase price
Price
Currency
VAT

The tab restriction rules allows you to create booking rules for the catering product. You can create one or more rules. If there are multiple rules, OR is applied between the two rules.

You can specify for which organizations, locations, groups and meeting reasons the catering product is allowed. If you select multiple criteria in the rule, the catering product will only be shown in the meeting form if all conditions are met within the rule.

The tab availability rules allows you to create rules regarding the timing of the booking. When should the catering product be bookable?

Min time ahead: to avoid that last minute bookings take place, you can set up a minimum booking time.
Max time ahead: how far in the future can the product be booked?
Threshold time: Choose a threshold time, if users need to book the catering item before a certain hour for the next day.
Minimum order quantity
Availability: during which day and time is the catering product bookable?

Catering products categories

Create catering product categories by going to:

Gfacility -> Admin settings -> Catering -> Catering product categories

Restriction rules

The restriction rules can be viewed by opening the catering product and going to the tab restriction rules. Here you have a view on all the rules that are applicable for this product. If you need to have a view across all catering products, you can go to:

Gfacility -> Admin settings -> Catering -> Restriction rules.

Financial keys and values

Gfacility -> Admin settings -> Finance-> Finkeys and values

If you want to chargeback costs you can create finkeys. The finkey can be a cost center, job, project or something else. The keys you create in this section, will be available in all modules where there are costs associated with.

First create your own finkey, for example Cost Center. Once your key is created, you can add the cost center values. When creating the values, you have to specify for which organization these are applicable.

Currencies

Gfacility -> Admin settings -> Finance-> Currencies

In this section you can manage currencies and the rates that are applicable. This feature may be useful if you have an international organization, where you have users from different countries, where a different currency is applicable. The users will see the price in their own currency.

VAT

Gfacility -> Admin settings -> Finance-> VAT

In this section you can create a VAT percentage. The values here will be available throughout the solution, like for example on catering product level where you have to specify a VAT.

Settings

Gfacility offers the possibility to derive a financial key like a cost center, job or project from various objects. If this is applicable in your use case, you can fill out a default value per organization.

Gfacility -> Admin settings -> Finance-> Settings

You can specify to derive the fin key:
- From the organizer of the meeting
- For primary organization of the organizer of the meeting
- From primary location of the organizer of the meeting (building)
- From the location of the meeting (building)

If you don’t want to derive the finkey, you also have the option to allow a manual selection. Additionally, if the finkey would be derived from one of the above cases, you can provide the option to override the derived value.