Jenzabar Help Hub

Facilities Manager Permissions

The default Facilities Manager role is for administrators that manage places and spaces (also referred to as locations) on your campus. In this role, users can view, create, and edit locations in J1 Web. Additionally, the Facilities Manager roles allows users to approve location requests for meetings and events and create certain definitions.

Places and Spaces

The following actions and access apply to all places and spaces.

Permission

Users in this role can. . .

Can view places

Access and view detailed place information throughout J1 Web, including:

  • Comprehensive calendars that show classes, events, and meetings associated with a place.

  • Contact information.

  • Information about place resources, overall capacity, and scheduling availability.

Can create places

View existing places and add new places to your campus. When you create a new place, you can define its scheduling availability, scheduling approval requirements, and resources.

Can edit places

View places and make updates to place information, including place contacts, scheduling availability, and place resources.

Note

Buildings maintained on the Desktop Building Definition window are created as places in J1 Web with a building category. Users with Can edit places permissions can activate places in J1 Web and further define place characteristics, scheduling availability, and approval requirements.

Can view spaces

Access and view detailed place and space information throughout J1 Web, including:

  • Comprehensive calendars that show classes, events, and meetings associated with a space.

  • Contact information.

  • Information about space resources, overall capacity, and scheduling availability.

Can create spaces

View and add new spaces to places. When you create a new space, you can define its scheduling availability, approval requirements, resources, and contact information.

Note

Users also have the option to create a corresponding space on the Desktop Room Definition window.

Can edit spaces

View spaces and make updates to space information, including space contacts, scheduling availability, and space resources.

Note

Places maintained on the Desktop Building Definition window are also available in J1 Web. Spaces associated with Desktop buildings are maintained on the Desktop Room Definition window and are available in J1 Web. Users with Can edit spaces permission can activate Desktop rooms in J1 Web and further define space characteristics, scheduling availability, and approval requirements.

Can view facilities summary

See a summary of place and space information on the Facilities Hub, including:

  • The number of active/inactive places and spaces.

  • A breakdown of places and spaces by status.

Can manage regions

Access the Manage Regions page to see existing regions, add new regions, update region names and active status, and delete regions.

Can manage resource type definitions

Access the Resource Type Definitions page and create, edit, delete, and download resource types for nontraditional courses.

Can search location calendars

Use the Facilities Hub calendar to search for specific places or spaces.

Can use location browser

Access the Browse Locations page to search for available places and spaces.

Campus Locations

The following permissions allow users to create and work with campus location definitions in the Facilities hub.

Permission

Users in this role can . . .

Can view campus locations

Access the Campus locations page from the Facilities hub options and see a list of campuses at your school.

Can create campus locations

View existing campuses and add new campus location definitions.

Can edit campus locations

View campus locations and make changes to information, including the description, campus type, visibility, status, and contact information.

Can delete campus locations

View and select campus locations to delete.

Manage My Meetings

The following permissions allow users to create meetings from visible calendars and view location approvals from the Facilities hub page.

Permission

Users in this role can . . .

Can create and edit meetings

Add meetings to calendars, update the meeting location, date, or time, and delete meetings.

Note

You can only delete meetings you have created.

Can view pending location approvals

See the approval status for location requests that need scheduling approval.

Calendar Administration

The following permissions allow users to create and manage meetings from visible calendars. They can also manage location approvals from the Facilities hub, Place, and Space pages.

Permission

Users in this role can . . .

Can create, edit, and delete all general meetings

Update and/or delete general meetings created by any J1 Web user.

Note

This permission does not apply to advising meetings.

Can manage all pending location approvals

Review and approve/deny all location scheduling requests.

Classroom Administration

The following actions and access apply to any locations that are associated with courses.

Permission

Users in this role can . . .

Can receive location conflict notifications

Get system notifications when there are scheduling conflicts with locations that are associated with a course.

Key Administration

The following actions and access apply to all keys.

Permission

Users in this role can . . .

Can manage key status definitions

View, create, edit, and delete key status codes.

Can manage key definitions

View, create, edit, copy, and delete key definitions on the Key definitions and Keys by Issuees pages. Users can also view key history and issue/return keys.

You can access place information from the Facilities hub by selecting View places from the Hub options and clicking the place name. Access space information from the Place page by selecting View spaces from the Place options drop-down. Click the space name to see details.

You can also find place and space information when you create meetings or events. Click the Location name to access place or space details in a separate window.

Roles and permissions do not carry over between J1 Web and J1 Desktop. The two systems work together, but your permissions in J1 Web may give you access to different actions than those available in Desktop. Contact your campus support team for more information about your permissions in each system.

After J1 Web is implemented, buildings and rooms defined in the J1 Desktop will automatically be created as places and spaces in J1 Web. Each place is given a category of Building and is assigned a Building/Room Code value based on the building code found in the Desktop application's Building Definition window.

Note

In J1 Web, you can change the category to something other than Building but you cannot change the Building/Room Code once it is saved.

In J1 Web, each space is assigned a Building/Room Code based on the associated Desktop values. The value is based on the parent building's location, the parent building's code, and the room code.

Only places that are categorized as Buildings can be saved to J1 Desktop.  Other place categories, like Parking Facilities and Athletic/Recreational Facilities, are not saved in J1 Desktop when they are created in J1 Web.

When you create a place and assign it to the Building category, you can add a Building/Room Code to save the building's information in J1 Desktop. The place's Building/Room Code correlates to the Building column in the Desktop Building Definition window and cannot be changed once it is saved.

When a place is categorized as a Building and has a building/Room Code defined, you can add spaces and define a Building/Room Code for each space to save them to J1 Desktop.  The Building/Room Code correlates to the Room column in the Room Definition window and cannot be changes once it is saved.

Notice

Even though the user enters a Building/Room Code for a space, the resulting Building/Room Code is a combination of the Campus Code, the Building/Room Code for the parent place, and the specified Building/Room Code for the space. For example, the Building/Room Code for the Break Room in the Newland Building on the Main campus would look something like this: MAIN\Newln\Break.

Tip

If the space you create has a number (e.g., Room 307), include this number in the Building/Room Code. You can enter up to 5 characters for the Building/Room Code.

When you make changes to places in J1 Web that have corresponding buildings in J1 Desktop, the data available to both systems are updated in both systems. For example, Building 47 is a place assigned to the Building category in J1 Web and it has a corresponding Building in the J1 Desktop application. When you update the number of floors in J1 Web, the number of floors is also updated in J1 Desktop. Similarly, if you update the Building Type in J1 Desktop, the corresponding Place Type is updated in J1 Web.

This also applies to J1 Web spaces and J1 Desktop rooms. When data is available in both J1 Web and J1 Desktop, changes made in one system are updated in the other system.