How to assign asset to a specific user within the same team?

In this article we will understand how to assign permanent space to a specific user ensures remain consistently reserved for the intended individual. This helps avoid booking conflicts, supports role-based requirements, and maintains structured access control within the same team.

Note: This action can only be performed by Admins, Facility Managers, or Location Managers

Step by Step Guide: 

1. Navigate to Settings: Go to Company Settings and select Location Settings.

2. Select Location and Floor: Choose the specific Location and Floor where the asset (Desk, Meeting Room or Parking space) is located.

3. Edit the Asset: Locate the asset in the list and click the Edit button next to it.

4. Open Permissions: A settings panel will slide out on the right-hand side. Click on the Permissions tab, next to the Settings tab.

   

5. Verify the Primary Team: Ensure the Primary Team is correctly assigned.

   Note: Users will only appear under Availability to users within the team if the correct primary team is selected.

6. Assign the User: Under Availability to users within the team, type and add the specific user’s name. This will block and permanently assign the space to that user.

7. Review the Availability: Once a user is assigned under Availability to users within the team, the asset becomes permanently reserved for that specific user. The availability settings will then behave differently for Primary Team users and External Team users, as explained below.

   

   A. Behaviour for Primary Team Users

   1. The asset will appear grey and unbookable for all other users in the Primary Team, regardless of whether the availability is set to Available, Available to request, or Unavailable.

   2. Only the specifically assigned user will be able to book and use the asset.

   B. Behaviour for External Team Users

   1. Available: The asset will appear green and be bookable by external team users.

   2. Available to request: The asset will appear yellow and can be requested by external team users, subject to approval.

   3. Unavailable: The asset will be completely inaccessible to external team users.

8. Click on Save at the bottom to apply changes.

Once these steps are completed, the asset will function as a permanent space for the selected user. If the assignment needs to be changed or removed later, admins can simply update the availability or remove the assigned user from the same Permissions section.

Suggested Article

How to change the Availability for Assets ?

Understanding Availability Status of Assets

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If you run into any issues or have questions about the process, our support team is here to help: support@hybridhero.com.

 

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