Managing access in a flexible workplace can be tricky—but it doesn’t have to be. We’ve recently made several improvements to user and asset group management in the Officebooking platform, giving you more control over who can book what, and how.
Here’s what’s new and how it can help your team.
Understanding Groups in Officebooking
In Officebooking, groups are at the heart of access control. They determine which users can see and book which assets—whether that’s desks, rooms, or other facilities.
There are three main types of groups:
User groups – collections of users, such as departments or teams.
Asset groups – collections of resources, such as a set of meeting rooms or a group of desks.
Location groups – locations grouped by building, city, or region.
User groups are connected to asset groups or location groups to define access policies. For example, members of the “Marketing Team” user group might only have access to book desks on the 3rd floor of HQ.
Improved User and Asset Management Interface
Managing thousands of users and assets shouldn’t slow you down. We’ve redesigned our admin interface to give you:
- A clearer overview of users and their assigned groups
- Easier navigation when managing group memberships
- Quick access to search and sort functions—ideal for large organizations
Now, when you need to add a user to a group or change their access rights, you can do it with just a few clicks.
Introducing One-to-One Access Control
Sometimes, group-based access isn’t enough. You might want to give a specific user access to just one room, without creating a whole group just for that purpose.
You can now assign direct (one-to-one) access between individual users and assets. This is especially useful for:
- Private offices
- Equipment or rooms booked by named individuals only
- Special project spaces or executive access
When both group and individual access exist, the individual setting will always take precedence. So you can fine-tune access without disrupting your broader group policies.
Entra Integration for Group and Access Sync
If you’re using Microsoft Entra (formerly Azure AD) to manage users and group memberships, we’ve got good news: you can now sync Entra-defined access groups directly into Officebooking.
This means:
- You don’t have to manually assign user or group access in two systems.
- Access rules are maintained automatically, based on your Entra configuration.
This feature is advanced and requires some technical setup—we’ll publish a dedicated guide you can share with your Entra administrator to see if it fits your organization.
What’s Next?
We’re continuing to improve access control options, especially for organizations managing complex or hybrid work environments. Soon, you’ll see:
- Expanded role and permission settings
- Enhanced Location-based restrictions
- New! Reporting on access rights