User configuration
Users are the people who have access to your GoBright environment. These include:
- regular users that are allowed to create bookings or act as a host for GoBright Visit
- managers who can control and edit bookings
- administrators who can control and edit bookings and change the system settings
The information from these users must be within the GoBright portal before they’ll be able to use the system. A user requires at least a name and an email address to be added. There are several ways to create and manage users, each with their own benefit and limitations:
- Manual, add, or edit users manually within the system
- Manual, import users using a CSV file
- Automatic, synchronize users from Azure/Entra via SCIM User Provisioning
- Automatic, synchronize users from the Active Directory or Azure AD
- Automatic, synchronize users using SAML within Azure Premium P1
By adding users manually, we have more control over how to handle each individual user. The downside is that managing large groups of users is prone to error and could potentially be a lot of work to manage.
Managing users automatically provides little control over each individual user but is less prone to error and is easy to manage. The set up does require access to either Active Directory / Azure AD or permission to create an enterprise application in Azure Premium 1 or higher.
We’ll describe four methods here below.
Add or edit users manually within the system
Log in to the GoBright portal with your manager account, select the four squares icon on the top right corner and go to the Admin center > Users.
Now add a user with the ‘Add’ button or select an existing one to edit.
User configuration
Each user can be enabled or disabled and has a name that is displayed throughout the GoBright portal.
The email address is used as the username for logging in to GoBright.
Optionally, you can add a mobile phone number. This number can be used to send SMS notifications, which are optionally available in the Digital Reception module.
You can also configure whether the user is an integrated user. If enabled, the configured integration is used to authenticate the user. If the user is not integrated, a password must be set for them.
Optionally, you can configure a PIN code if users are not allowed to manage their own PIN codes. The Users manage their own PIN code setting determines whether users can create or change their own PIN code. This setting can be configured in the General settings.
Optionally, you can configure NFC Identification. Enabling NFC support will activate the NFC options and make the NFC Identification field available when editing a user.
NFC support must first be enabled in the General settings.
The NFC Identification field should contain the unique ID of the user’s NFC card in HEX format, using the following format:
XX:XX:XX:XX:XX:XX:XX
Additionally, the NFC attribute can be provisioned directly from Microsoft 365 integrations, ensuring seamless access management for users.
Import users using a CSV file
It’s possible to import a list of users by creating a *.csv file and uploading it to the GoBright portal.
Within Admin Center > Users press the Browse button. Select the *.csv file to import and press the ‘Import’-button.
Prepare the *.csv file using the template provided here.
Important notes:
Name and email address are mandatory fields.
Enter all email addresses in lowercase letters. Email addresses containing capital letters will not be validated correctly.
The column ‘Active’ needs to be filled with the value ‘True’, otherwise the CSV file will not work.
The file needs to be saved as a CSV. An XLS(X) file will not work.
The following information can also be imported:
- EmailAddress
- Name
- TelephoneMobile
- Pincode
- AuthenticationUsername
- Active
- UniqueImportID
- DefaultCostCenterIdOrName
- NFCId
Selecting the integration and set the user role:
After uploading, all users from the csv-file are shown in a list.
You have to select a GoBright role for these users at the bottom of the list. (for more information, see User roles)
Please note that after import users using csv user roles cannot be updated in bulk. You must open each user individually to update their role.
We also highly advise to set the type of integration you want to use, so your users are able to login with the integrated account, like Office365 SSO. (see: Configuring integrations)
User Passwords After CSV Import for non-integrated users
Note: It is not possible to set a password for your users using this file as this would be unsafe and not GDPR proof.
If you do not want to integrate GoBright with your Active Directory, Azure AD, or Google, you must manually set a password for each user after importing the CSV file.
You can then share the assigned password with each user through your preferred communication channel. Alternatively, you can leave the user without a password if they will be authenticated through another available method.
GoBright Visit:
The only reason to add users without a password is to have the ability to send your users an email or text message informing them their visitor has arrived at the reception after they signed-in at the GoBright Visit kiosk.
Synchronize users from the Active Directory or Azure AD
For an organization that uses Active Directory, it is possible to automate the process of creating/enabling/disabling users. It is required to have permissions to make changes on the server and to run PowerShell scripts. While GoBright does not make changes within the Active Directory it does use the information and copies it over in the portal.
To set up the synchronization an integration must exist within Settings > Integrations. The name from the integration will be used during the setup. When synchronizing users we can also apply user roles to existing organizational units.
Please refer to the Microsoft Active Directory integration article for more information and the setup.
Synchronize users using SAML within Azure Premium P1
If the organization makes use of Office 365 and has Azure Premium P1, we’re able to set up SAML. It is required to have permissions within Azure to set up an enterprise application. Users must be linked within the application to automatically be created within the system.
To set up the synchronization an integration must exist within Settings > SAML. The information from SAML must be entered here. New users will automatically receive a default role within GoBright. This means that user roles will either need to be manually configured or synchronized from Azure AD.
Please refer to the Single Sign-on/SAML2 integrations article for more information and the setup.
