Link to Infrabooking's administrative interface

https://infrabooking.aalto.fi/kalenterit2/

Editing pretty much any description text

If you have admin rights and need to edit some description text, find the symbol below next to the text and click it. If you can't find the symbol, you don't have sufficient permissions to edit things. Contact the infrastructure admin or Infrabooking superuser. (The necessary permission to edit descriptions is "Tapahtumat/Events" under "Ylläpito/Administration". That box was checked for all device and infra admin roles on 2021-02-02. If it does not work, let the Infrabooking superuser know.)

The editor window that opens does not look too inviting, but we can simplify the view. First, click the "HTML" button (green arrow in image below) to access WYSIWYG editing mode. (Or if you are hard core, edit the HTML code in the tiny window directly.) However you edit the text, remember to save the changes (magenta arrow).

WYSIWYG does not help much, the editor window is still tiny. Go full screen by clicking the symbol indicated by the green arrow in the image below.

Now, edit the page to your heart's content. When you are done, exit the full screen mode by clicking the "Full screen" button again. Remember to save the changes!

Training/permission registry (method 1 for granting permissions)

Device and infrastructure admins have the ability (and duty) to manage device use permissions, i.e. grant use permissions to users that they have trained. When admins log in, they should see the "Manage trainings/permissions" link on the navigation panel on the left.

Clicking the link shows all the permissions that have been defined. (Instructions for infra admins on how to define new permissions can be found below.) Let's assume here that the permission we are dealing with has already been defined. Let's grant someone the permission to use the non-existent dummy microscope that has been used for testing.

First page shows the details of the permissions. Go straight to the "Persons" tab.

Here we see the list of users who have been granted the permission. Since Mikko Mikkola is not on the list, we can add him by clicking the "Add a person" button.

Typing a few letters in then search field finds matching names from the database of registered users.

Clicking the name brings up that person's info in the system. If that looks ok, click the "Add this training/permission" button.

In the pop-up window, you can define the validity period of the permission if necessary. Leaving the "Valid until" field empty makes the permission permanent.

After saving the changes you will see the new name added to the list of permissions holders. If you need to edit existing permission data, e.g. extend or delete Toni Auranen's permission, click the button on the left, some kind of pen-and-paper symbol.

A fix for a weirdness with granting reservation permissions to non-Aalto users

Due to some weird settings, granting reservation permissions to non-Aalto users may not work properly. The permission will appear in the register ok, but the user still can't book device time. There is a workaround by stabbing the system via the Swiss-army-chainsaw management interface. Log on to the maintenance side of the system, using the URL and credentials you should know. 

Follow the "maintenance" link.

Follow the link to "Person administration / Henkilörekisteri".

In the pop-up window, don't bother with the fields but click the "Search" button.

Scroll down until you find the person whose account you'd like to poke at and click the name.

If the device use permission/training show up OK in the training registry, but the person can't reserve the device, then you'll probably see something similar to this. "Ei oikeuksia" in the center of the red ellipse below translates to "No permissions". Let's fix that. Start by clicking the "Modify / Tietojen muokkaus" button below.

Proceed to uncheck the "Default access to all facilities / Oletusoikeudet kaikkiin lajeihin" box.

Then select "Booking access / Normaali varausoikeus" from the drop down menu for the following categories: Henkilöt, Microscopy, Other Research Facilities, Sample preparation, and X-Ray methods. When done, scroll down the page and click "Save / Tallenna" and close the window.

If everything went swimmingly, you should now see "Booking access / Normaali varausoikeus" for the device categories selected above. If not, lather, rinse and repeat until you are certain that you have not forgotten any step, or have found something missing from these instructions. In that case, contact Mikko Mikkola.

Creating new trainings/permissions

Creating a new training is simple, at least if you have infra admin status. Enter the "Manage training/permissions" section and click "Create new".

Three first important items are:

• Permit code: Choose a permit code. It should reflect the infrastructure and maybe the relevant devices or other items. This can't be easily changed afterwards, but does actually matter that much.
• Permit type
  • Device-specific training: Use this for trainings and use permit that apply only to single devices.
  • Other device-specific permit: Pretty much the same this as above. Maybe choose the option above?
  • Device group permit: Use this if the same training applies to several similar devices, e.g. band saws or soldering stations.
  • Other common permit: Use this for trainings/permissions that apply to areas, e.g. clean room training that grants access to a clean room. Often combined with device-specific trainings or permissions.
• Public type: No idea what this does, but go with public. No sense hiding these permissions from users.

Add also a title to the permit. If you can't bother with three languages, go with English only. Then, scroll down.

You can specify the validity period of this permission if you need to. This applies to the permission itself, not users.

Select the host organization of the infrastructure or device/item from the "Permit organization" drop down menu. You can also specify the names of the persons who are responsible for administrating this permission or training. When you start typing, the system will search the registered users, and only them. Finally, click "Save".

Thought you were done? Wrong! The last step is to select the device this training/permission applies to, at least if you are creating a new device-specific training. Select the device/item from the drop down menu, and click "Save" again. Now you are done!

Non-Aalto user registration

Non-Aalto users start by creating a new account on the reservation system.

Please stress to the external users you may point to the reservation system that all fields are important, even if some are not mandatory. Aalto will send only electronic invoices to Finnish companies and universities. Missing billing data will prevent registration further down the process.

When a new user has done their part, Infrabooking admins see a notification of a pending registration on the front page.

Clicking that link shows a list of pending and recently accepted registrations. Start processing by clicking the blue edit button on the left side.

The verification stage has several steps, but they have to be done only once. First, chect that the registration form data on the left seems sane. If something is missing or clearly wrong, contact the potential user by email or phone and ask for clarification. Unfortunately you can't edit the data here, but that may change with the future versions. (Instructions on how to correct the information manually can be found below.) When you are satisfied that you have all the necessary information, start going through the required actions. First, create a new person to the register by clicking the green button. If the system finds a close match in the register, e.g. similar name or email address, it will suggest using existing data instead of creating a new person. Use your best judgement.

If the company or organization doesn't exist in the register, create a new one. Please take care here to avoid duplicates in the system. For example, we should only have one University of Helsinki in the system, and everything under it should be specified by organizational unit/department.

In the next stage the system will let you know something you probably knew already: The user account does not exists. Create one by clicking the appropriate button.

For non-Aalto users, user login is always their email address. Select the user role from the drop down menu. "Aalto Internal" should probably not be an option there, but you need to choose between "Non-Aalto academic" and "Commercial user". The difference should be obvious.

Next, send a single use password to the user.

Finally, finish the process by accepting the new registration, or if something smells fishy, reject it.

If everything went smootly, you will see this message:

If you check the "Manage registrations" page again, you will see the new account on the "Recently accepted registrations" list. Handling info column will show who accepted the registration and when.

From here on, granting use permissions proceeds just like described above.

Editing client information manually

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Log on to the Swiss-army-chainsaw management interface of the system, using the URL and credentials you should know. Click the Maintenance link.

Click the Client administration link from the next menu.

A search form pops up. You can search by company name (remember that the percent sign is the wild card) or e.g. client role. Non-Aalto entities are classified as "External actors". You can pick the role from a list. To see all clients, leave the form empty and click Search.

Below is a list of "External actors". Let's check the info of Testiyritys Oy. Clicking the company name will show the info.

You can modify pretty much any field in the form below, e.g. to correct possible typos from client registration forms. Do remember that with great power comes great responsibility.

Finally, save your changes.

Adding a missing Aalto unit/cost code

Log on to the Swiss-army-chainsaw management interface of the system, using the URL and credentials you should know. Click the Maintenance link.

Click the Client administration link from the next menu.

A search form pops up. Click "New Company". Fill in the fields highlighted in the picture below. You can search for the parent company, e.g. a department for a research group, school for a department etc. by name. You can also find the complete list of Aalto cost codes on Aalto.fi web site. In the DN field, you can copy this string: "OU=XABCDE,OU=XABV,OU=Staff,OU=users,OU=root,DC=org,DC=aalto,DC=fi". Replace the XABCDE with the unit cost code and XABC with the parent unit cost code.

Finish by clicking "Save".