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Manage permissions with user and room groups

Two group systems control who can do what: user groups carry the functional rights (what features an account can use), and room groups carry the room access (which rooms an account can book, and when).

Manage user groups

  1. Open Hamilton Meeting, click Administration, then "User groups management" in the Rights section.

  2. Click Add (or edit a group) and configure it:

    • Group name (mandatory).

    • Status (mandatory): the default booking status for this group; tick "modifiable" to let members change it per booking.

    • Behavior switches: Overbooking, Periodic booking (recurring series), Automatic email sending, Paid (bookings are priced), Desk (access to desk booking).

  3. Assign the rights: move entries from "Possible choices" to "Selected choices" with the arrow buttons. Rights include:

    • User features: statistics, reports.

    • Validation: booking validation rules right, validator role.

    • Desk management: desks, flex policy (site or service), presence approval (site or service).

    • Administration sections: sites, users, user groups, settings, templates, countries, configuration, tools, workstations, access control, licenses, residents, visitors, places, services, rooms, reservations, others.

  4. Validate. Every member of the group gets these rights at next sign-in.

Each administration section right shows or hides the corresponding block in the Administration menu — so you can create focused admin roles (a "catering manager" with only the Services section, for example).

Manage room groups

  1. In the Rights section, click "Room groups management".

  2. Click Add and configure the group:

    • Site and Group name (mandatory).

    • Opening day and Closing day (mandatory, numeric): the booking window in days — how far in advance members can book, and until when.

    • "Accessible to bookings" and "Visible on the planning" switches.

    • Rooms: pick the site, then move rooms from "Possible choices" to "Selected choices".

    • Confidential meeting policy: not allowed, optional (off by default), optional (on by default), or mandatory.

    • Opening hours: schedule rows (day, start, end) that restrict when members can book these rooms.

  3. Validate, then assign the room group to users (user form) so they see and book those rooms.

Good to know

  • A user's effective access = their user group's rights + the union of their room groups.

  • Desk groups follow the same logic for desks — covered in the Hamilton Deskbooking administrator guides.

  • Rights changes apply at the user's next sign-in.

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