Create and manage LibCal user accounts

Getting there

To create and manage accounts, go to Admin > Accounts.

Selecting Accounts from the Admin menu


Create a new account

  1. Click on the Create New Account tab.
  2. In the Login/Email field, enter the user's email address and click the Look-up Account button.
    • If that email address is already associated with a LibApps user account, it will be added. Otherwise, a new LibApps account will be created for this user.
  3. If this is a new LibApps user account, enter the user's name in the First Name and Last Name fields.
    • If this is an existing LibApps account, these fields will automatically be filled in and cannot be edited.
    • To modify an existing account's name, that user or a LibApps admin must log into LibApps and modify their account information.
  4. Select a User Level for this account.
    • Admin: these users have full access to all areas of the system; can manage all content; and can customize system settings & hours.
    • Regular: these users can create events (when given calendar permissions) and manage appointments & bookings, but cannot create calendars, customize system settings, or manage hours. This is ideal for most users.
    • For a more detailed breakdown of account levels, see the Overview of Account Permissions section below.
  5. If you would like to enable Appointments for this user, choose "Enabled" from the Enable Appointments dropdown.
  6. If you would like to give the user a customized signature for outgoing emails, enter it in the Email Signature text box. (Users can edit this in their LibCal account settings.)
  7. Click the Create Account button. The user will receive a welcome email letting them know how to log into your LibCal site.

Clicking the Look-up Account button under the Create New Account tab

Configuring and creating a new account 


Overview of account permissions

Click on a panel below to view an overview of account permissions for that area of LibCal.

Permission Admins Regular Users
Create new calendars Yes No
Edit calendar settings Yes, all calendars Yes, but only if calendar owner
Add events to a calendar Yes, all calendars Yes, but only if calendar owner or given permission
Approve events submitted for review Only if given permission* Only if given permission*
Create & edit registration forms Yes Yes
Create event templates Yes No
Manage campus & location settings Yes No
View statistics Yes Yes
Create widgets Yes Yes
Access the API Yes No
Use a calendar's Booking Explorer Yes Yes

* Although admins and calendar owners can manage a calendar's Publishing Workflow settings, they are not automatically designated as reviewers. They still need to be manually assigned.

Permission Admins Regular Users
Create new groups and rooms Yes No
Manage group and room settings Yes No
Add room availability times Yes Only if given permission
Add, edit, & delete bookings Yes Yes
Mediate bookings Only if given permission* Only if given permission
Use the Bookings Explorer Yes Yes
Create widgets Yes No
Access the API Yes No
View room booking statistics Yes Yes

* Although admins can customize a group's mediation settings, they can choose to not give themselves permission to mediate bookings in a particular group.

Permission Admins Regular Users
Enable Appointments for a user Yes No
Create and manage groups Yes No
Create and manage appointment categories & durations Yes No
Customize the appointment page description Yes No
Customize appointment scheduler settings Yes, for any user Yes, but only for their own scheduler
Set up appointment times Yes, for any user Yes, but only for their own scheduler
Create and manage appointments Yes, for any user Yes, but only for their own scheduler
Set up Outlook/Exchange or Google Calendar sync Yes, for any user Yes, but only for their own scheduler
Create appointment widgets Yes Yes
Access the Appointments API Yes No
View Appointments stats Yes, for any user Yes, but only for their own scheduler
Note: the Spaces module is available to all customers, but the Equipment Bookings module is available as an add-on to your LibCal subscription. Although separate, they do share some settings which is why both are covered in the table below. If you're interested in subscribing to the Equipment Bookings module, please contact our Springy Sales Team.
Permission Admins Regular Users
Create and manage locations Yes No
Create and manage space/equipment categories Yes No
Create and manage spaces or equipment items Yes No
Create and manage hours Yes No
Create and manage booking forms Yes No
Manage banned users (equipment only) Yes No
Create and manage fine templates (equipment only) Yes No
Manage migration from Room Bookings to Spaces Yes No
Create and manage space/equipment bookings Yes Yes
Use the space/equipment booking explorer Yes Yes
Mediate space/equipment bookings Only if given permission* Only if given permission
Create space booking widgets Yes Yes
Check equipment in and out Yes Yes
View overdue equipment items Yes Yes
View and manage overdue equipment fines Yes Yes
View space/equipment booking statistics Yes Yes

* Although admins can customize a group's mediation settings, they can choose to not give themselves permission to mediate bookings in a particular location.

Permission Admins Regular Users
Configure system settings Yes No
Customize the look & feel of public pages Yes No
Add and manage user accounts Yes No
Manage library and department hours Yes No
Create hours widgets Yes No
Access the various LibCal APIs Yes No

Manage accounts

Options for managing accounts under the Manage Accounts tab

  1. You can edit and delete user accounts under the Manage Accounts tab.
    1. Use the Search field to filter the list by name, email address, or user ID number (UID).
    2. Click on any column heading to sort by that column. Click it again to toggle between ascending and descending order.
    3. If a user has Appointments enabled, click on the pencil () icon in the Appointments column to view and manage that user's appointments, availability, and settings.
    4. If a user has Appointments enabled, click on the chart () icon in the Appointments column to view that user's stats and export their appointment data.
    5. To edit a user's account, click on the edit () icon in the Actions column. From here, you can:
      • Change the User Level for that account (Admin or Regular).
      • Enable or disable Appointments for that user.
      • Enable or disable the user's public profile page. (When a user is an event organizer, the event page will link to their public profile page.)
      • Change the user's profile image.
      • Change the user's profile text area, which can be used to provide info about that user on their profile page.
      • Please note: the user's name and email address can only be modified by the user or a LibApps admin from their LibApps account settings.
    6. To delete a user's account, click on the trash can () icon in the Actions column.
      • Please note: this will permanently remove the user's account and associated Appointments data.
      • If the user owns any calendars or events, you will be prompted to assign those to another user before you can delete the account.
      • This cannot be undone, so please be absolutely sure you want to delete the account before proceeding.

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