Room Membership User Guide

Rooms have members. The members must belong to one of the organizations in the Room.

Organizations

A Room has, at a minimum:

• an organization that handles the connected-to (AKA access) role in the Room; and
• an organization that handles the owner role in the Room.

The connected-to/access role/function controls the Room's network and who can access it.

The owner role/function controls the Desktops in the Room that are used to connect to the network.

Most of the time the same organization handles both of these roles, and it is referred to as the owner+connected organization.

If these responsibilities are divided between two organizations, the organization with the owner role is referred to as the user-owner organization and the organization with the connected-to/access role is referred to as the connected-only organization.

These organization roles/functions are determined during Room creation. (See the Getting started with Tehama Room Creation guide to creating a Room.)

Additionally, a Room can have any number of user (third-party) organizations joined to it. These organizations can be added to the Room at any time after it has been created.

All of these organizations can add, or propose, members from their own organizations as members of the Room.

The Rooms User Guide provides an overview of the roles an organization can have in a Room. See the section 'Org Roles and Responsibilities in a Room' in the guide.

The Roles User Guide provides an overview of the responsibilities of the manager roles in Rooms, broken down by the roles/functions of an organization in a Room. See the section 'User Management Roles vis-a-vis Org Functions/Roles in a Room' in the guide.

Members

The Room membership is drawn from users in the Room's organizations.

Room membership is defined as the right to access the Room and use its features.

With a few exceptions, (see below), a Room is accessible only by members of the Room. The majority of Rooms members will be Staff members of their organizations.

A typical Room member will access a Room primarily to connect to their assigned Desktops in the Room.

The exceptions mentioned above include Org Admin users and Org Managers of organizations with a role in the Room, but who are not necessarily members of the Room. These users can access the Room to provide Room/Desktop connectivity management/configuration. (See the 'Room/Desktop Connectivity - Types, Status and Settings' guide for more information.)

Room Managers who are members of the Room enjoy the same Room/Desktop connectivity management/configuration privileges that Org Managers do, but only within Rooms for which they are members.

The Room's membership can be viewed/managed through the Room's MEMBERS tab.

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Access list of Room members

View the list of members in a Room, the users who can access/use the Room, as follows:

1. Log in to the Tehama Web UI.
2. Click on the ROOMS tab.
3. Click on the name of the Room you want to access. You will see the user interface for the Room. The Room tabs you will see depends on the role you have within your organization.
4. Click on the Room's MEMBERS tab. You will see the list of organizations with access to the Room. (Members of user (third-party) organizations in the Room will only see their own organization.)
5. To the left of an organization name, Click the drop-down arrow icon. You will see the list of members for in the Room from this organization.

The Room's owner organization will have the icon under its name.

The Room's connected organization will have the icon under its name.

If you see the icon next to an organization name, that means that membership requests from that organization are automatically approved.

You will see the name of the policy assigned to each organization in the Room adjacent to the organization name, prefaced by "Conditions of use:". The default policy is 'No policy'. (See the Policies (Conditions of Use for Rooms) User Guide for information on creating, managing and assigning policies.)

The list of Room members under each organization displays the following information for each member:

• Name: the name of the member (preceded by the avatar for that member)
• Role: the role of the member (Staff, Room Manager, Org Manager or Org Admin)
• Desktops Assigned: the number of Desktop templates the member is assigned to
• Status: the status of the member (e.g.: Active, Pending or Policy Violation)

Each member entry in the list shows the Desktop templates in the Room that the member is assigned to (under the Desktops Assigned column). If there is more than one Desktop template assigned to the member in the Room, just the number of Desktop templates is shown - click on the tooltip beside the number to see their names, up to the first five.

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View Rooms a user has access to

View the Rooms that a member can access/use from the organization's MEMBERS tab as follows:

1. Log in to the Tehama Web UI.
2. Click on the MEMBERS tab.
3. Select the "All Members" option in the team-selector field.

This provides a list of all the members in your organization.

Each member entry in the list shows the Rooms that the member belongs to, under the Rooms Assigned column. If the member has access to more than one Room, just the number of Rooms is shown - click on the tooltip beside the number to see their names, up to the first five.

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Add Room members

Add members from your own organization to the Room, or invite a new member to join your own organization as well as add them to the Room, as follows:

Either:

Follow the procedure to Assign members to one or more Rooms in the Organization User Guide.

Or:

1. Access the Room's members tab.
2. Next, either:
   • Click on the ADD button in the top right corner of the page and select Member from the drop-down
   Or:
   • Expand your organization in the list and click the + MEMBER button to the right of the organization name.
   The ADD dialog will appear.
3. Then, either:
   • Add an existing member of the organization to the Room:
     1. In the ADD dialog, select either "Members" or "Teams".
     2. Select the members or teams that you wish to add.
     3. Click ADD.
   Or:
   • Invite a new member to join the organization and add them to the Room:
     1. In the ADD dialog, select "Invite New Member". The ADD NEW MEMBER dialog will appear.
     2. Enter the member information into the dialog:
        • Name
        • Email Address
        • Role (Org Admin and Org Manager users can create Staff, Org Manager or Room Manager users. Room Manager users can create Staff or Room Manager users.)
        • Room (This has been pre-filled with the name of the Room)
          
          Note: You can, from the MEMBERS tab in the navigation bar, assign additional rooms after the member is created, or you can add the member to the Room directly from the interface for that Room (first ensuring the organization has access to the Room, of course.)
          
          
        • Team (Select a team or leave this blank)
     3. If you wish this dialog to be automatically redisplayed after inviting this member, so you can add another member, click to place a checkmark in the Send and invite another checkbox.
     4. Click INVITE.
     The new user will be sent an email invitation to create a user account in Tehama and then added as a member to your organization, and also added as a member in the Room. Until the user accepts the invitation you will see their status as 'Pending'. You can resend the invitation to the user from the user's entry in the list of members on the MEMBERS tab in the navigation bar.

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Propose Room members

Propose membership in the Room for a team or member in your own organization, or invite a new member to join your own organization as well as propose membership in the Room for them, as follows:

Either:

Follow the procedure to Assign members to one or more Rooms in the Organization User Guide.

Or:

1. Access the Room's members tab.
2. Next, either:
   • Click on the PROPOSE button in the top right corner of the page and select Member from the drop-down
   Or:
   • Expand your organization in the list and click the + PROPOSE button to the right of the organization name.
   The PROPOSE TEAM MEMBER dialog will appear.
3. Then, either:
   • Propose member in the Room for an existing member of the organization:
     1. In the PROPOSE TEAM MEMBER dialog, select either "Members" or "Teams".
     2. Select the members or teams that you wish to add.
     3. Click ADD.
   Or:
   • Invite a new member to join the organization and propose membership in the Room for them:
     1. In the PROPOSE TEAM MEMBER dialog, select "Invite New Member". The ADD NEW MEMBER dialog will appear.
     2. Enter the member information into the dialog:
        • Name
        • Email Address
        • Role (Org Admin and Org Manager users can create Staff, Org Manager or Room Manager users. Room Manager users can create Staff or Room Manager users.)
        • Room (This has been pre-filled with the name of the Room)
          
          Note: You can, from the MEMBERS tab in the navigation bar, assign additional rooms after the member is created, or you can propose Room membership directly from the interface for that Room (first ensuring the organization has access to the Room, of course.)
          
          
        • Team (Select a team or leave this blank)
     3. If you wish this dialog to be automatically redisplayed after inviting this member, so you can add another member, click to place a checkmark in the Send and invite another checkbox.
     4. Click INVITE.
     The new user will be sent an email invitation to create a user account in Tehama and then added as a member to your organization, and also proposed as a member in the Room. Until the user accepts the invitation you will see their status as 'Pending'. You can resend the invitation to the user from the user's entry in the list of members on the MEMBERS tab in the navigation bar.

These proposals/requests will be approved by the connected organization if they did not enable automatic approvals for your organization.

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Remove Room access for users

WARNING: Removing your member's access will delete the member's individual Desktops and any of their shared Desktops that have no other users and revoke their access to the Room.

Remove the access to the Room for a member in your own organization as follows:

1. Access the Room's members tab.
2. Locate the organization name (for the organization to which the member belongs).
3. Expand that organization (click on the down arrow beside the organization name).
4. Click on the three vertical dots under the Actions column in the member's row, then select 'Remove Room access'. You will see the REMOVE dialog. It lists the name of the member (or members if more than one member entry is selected) and the names of the Desktops to be deleted when the member is removed.
5. Click to place a checkmark in the checkbox beside the following text:
   "I understand that the members listed above will be removed from the room and will be removed from all desktops that they are currently a member of. Desktops with no remaining users will be permanently deleted."
6. Click the REMOVE button to proceed.

Bulk Removals:
Remove access for multiple users in your own organization (pending or active) at the same time as follows:

1. Access the Room's members tab.
2. Locate the organization name (for the organization to which the member belongs).
3. Expand that organization (click on the down arrow beside the organization name).
4. Select the members by clicking in the checkboxes to the left of their name(s).
5. Click the trash can icon found at the bottom of the page. You will see the REMOVE dialog. The selected members' names will be listed on the dialog.
6. Click to place a checkmark in the checkbox beside the following text:
   "I understand that the members listed above will be removed from the room and will be removed from all desktops that they are currently a member of. Desktops with no remaining users will be permanently deleted."
7. Click the REMOVE button to proceed.

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Reject Room access for users

WARNING: Rejecting a user's access will revoke their access to the Room and to their individual Desktops and to any of their shared Desktops, but does not delete the actual Desktop instances nor remove them from the Desktop template list under the Room's CONFIGURE tab.

Reject access to the Room for a member in your organization as follows:

1. Access the Room's members tab.
2. Locate the organization name (for the organization to which the member belongs).
3. Expand that organization (click on the down arrow beside the organization name).
4. Click on the three vertical dots under the Actions column in the row for the member, then select 'Reject room access'. You will see a REJECT dialog.
5. Click to place a checkmark beside "I acknowledge" after reading the following text:
   "The selected member(s), once rejected, will have restricted access to the Room. They will no longer be able to access certain resources such as their Desktop(s) or the file vault."
6. Click the REJECT button to proceed.

Bulk Rejections:
Reject access to the Room for multiple users in your organization at the same time as follows:

1. Access the Room's members tab.
2. Locate the organization name (for the organization to which the member belongs).
3. Expand that organization (click on the down arrow beside the organization name).
4. Select the members by clicking in the checkbox to the left of their names.
5. Click the reject icon found at the bottom of the page. You will see a REJECT dialog.
6. Click to place a checkmark in the checkbox beside the following text:
   "I understand that the members listed above will be deleted from the room and will be removed from all desktops that they are currently a member of. Desktops with no remaining users will be permanently deleted."
7. Click the REJECT button to proceed.

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Invite organizations to join a Room

It is not possible to invite another organization to join a Room that has Domain Join enabled. See the Room Domain Join User Guide for a description of the feature.

You can invite another organization to join your Room as follows:

1. Access the Room's members tab.
2. Either:
   • click on the ADD button in the top right corner of the page and select Organization from the drop-down; or
   • click ADD ORGANIZATION at the bottom of the list of organizations.
   You will see the ADD ORGANIZATION dialog.
3. Specify an organization.
   Either:
   • select one of the organizations listed in the dropdown,
     The organizations found in the list are those that have accepted invitations other Rooms in your organization, or that have invited your organization to their Rooms (and you have accepted those invitations). Tehama does not expose organization names of organizations that have not introduced themselves in this way.
     then proceed to:
     1. Select a policy as the "conditions of use" for the organization.
        Be aware that members of the organization who are members of the Room must accept the policy in the Room, in order to work in the Room. See sections "Assign a policy/condition-of-use to an organization in a Room" and "Accept a policy/condition-of-use for an organization in a Room" in the Policies (Conditions of Use for Rooms) User Guide for more information.
     2. Click INVITE. You will see an entry for the organization in the list. The organization will receive a notification that they have been added to your Room.
   or:
   • select the 'Invite a new organization' option in the dropdown,
     The organization you invite may already have an account in Tehama. When they receive your invitation, they may opt to connect to your Room with that organization account, or to create a new organization account.
     then proceed to:
     1. Select a policy as the "conditions of use" for the organization.
        Be aware that members of the organization who are members of the Room must accept the policy in the Room, in order to work in the Room. See sections "Assign a policy/condition-of-use to an organization in a Room" and "Accept a policy/condition-of-use for an organization in a Room" in the Policies (Conditions of Use for Rooms) User Guide for more information.
     2. Click NEXT. You will see the ADD NEW ORGANIZATION dialog.
     3. Enter the name of the organization, the name of your contact in that organization and the email for that contact.
     4. Click INVITE. You will see an entry for the organization in the list. The contact for the organization will receive an email inviting them to connect to your Room. They must click on the link in the email and follow instructions for joining Tehama. If necessary, you can resend the email by clicking on the Resend invitation link found next to the organization name.

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Enable/disable auto-approvals for an organization

If you see the icon next to an organization name, that means that requests from that organization are automatically approved. To enable or disable auto-approvals, do the following:

1. Access the Room's members tab.
2. Locate the organization name. The policy will be visible adjacent to the organization name, prefaced by "Conditions of use:".
3. Click on the policy name found adjacent to the organization name. You will see the ASSIGN CONDITIONS TO ROOM dialog.
4. Toggle the Auto approve proposed members field as desired.
5. Click the ASSIGN button.

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Approve Room access requests

Approve a request for access from an organization you've invited as follows:

1. Access the Room's members tab.
2. Locate the organization name (for the organization making the request).
3. Expand that organization (click on the down arrow beside the organization name).
4. Click on the three vertical dots under the Actions column in the row for the proposed member, then select 'Approve Room access'.

Bulk Approvals (for requests within one organization):
Approve requests for access for multiple users at the same time as follows:

1. Access the Room's members tab.
2. Locate the organization name of the organization making the request(s).
3. Expand that organization, (click on the down arrow beside the organization name).
4. Select the proposed members by clicking in the checkbox to the left of their name(s).
5. Click the checkmark icon found at the bottom of the page.

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Deny/Delete Room access requests

WARNING: Removing (deleting) a member's access will delete the member's individual Desktops and any of their shared Desktops that have no other users and revoke their access to the Room. Note that even a pending Room member may have been assigned Desktops.)

Deny/Delete a request for access from an organization you've invited as follows:

1. Access the Room's members tab.
2. Locate the organization name (for the organization making the request).
3. Expand that organization (click on the down arrow beside the organization name).
4. Click on the three vertical dots under the Actions column in the row for the proposed member then select 'Delete Room access'. You will see the DELETE dialog. The member's name will be listed on the dialog.
5. Click to place a checkmark in the checkbox beside the following text:
   "I understand that the members listed above will be deleted from the room and will be removed from all desktops that they are currently a member of. Desktops with no remaining users will be permanently deleted."
6. Click DELETE.

Bulk Denials/Deletions (for requests within one organization):
Deny/Delete requests for access for multiple users at the same time as follows:

1. Access the Room's members tab.
2. Locate the organization name of the organization making the request(s).
3. Expand that organization, (click on the down arrow beside the organization name).
4. Select the proposed members by clicking in the checkboxes to the left of their name(s).
5. Click the trash can icon found at the bottom of the page. You will see the DELETE dialog. The selected members' names will be listed on the dialog.
6. Click to place a checkmark in the checkbox beside the following text:
   "I understand that the members listed above will be deleted from the room and will be removed from all desktops that they are currently a member of. Desktops with no remaining users will be permanently deleted."
7. Click DELETE.

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Assign members to Desktop Template

1. Access the Room's members tab.
2. Locate the organization name(s) of the organization(s) that contain the members to whom you wish to assign a Desktop.
3. Expand the organization(s), (click on the down arrow beside each organization name).
4. Select the members by clicking in the checkbox to the left of their name(s). You will see an icon with the text ASSIGN DESKTOP at the bottom of the page.
5. Click the icon beside ASSIGN DESKTOP at the bottom of the page. The ADD DESKTOP TEMPLATE dialog appear.
6. Select the operating system for the Desktop to be assigned to the selected members from the Operating System dropdown.
7. Click CONTINUE. If you are assigning a desktop template, the SELECT DESKTOP TEMPLATE dialog will appear.
8. Choose one of the following paths:
   
   EITHER:
   Edit the members assigned to an existing Desktop template.
   (only available when adding a Desktop template)
   1. Select an existing Desktop template from the Desktop Template dropdown. (For Linux, only multi-user Desktop templates can have their list of members edited.)
   2. Click NEXT. The ASSIGN WINDOWS/LINUX DESKTOP TEMPLATE dialog will appear.
   3. Verify that the Users field has the selected members added to it.
   4. Click SAVE.
   OR:
   Add a completely new Desktop template.
   1. Scroll to the end of the list and select "Create New Windows Desktop Template" or "Create New Linux Desktop Template" from the Desktop Template dropdown.
   2. Click NEXT. One of the following dialogs will appear, depending on the type (Windows-based or Linux-based) of Desktop you wish to create and your organization's role in the Room and your role in your organization:
      • the ADD WINDOWS DESKTOP TEMPLATE (for Windows-based Desktops)
      • the ADD LINUX DESKTOP TEMPLATE (for Linux-based Desktops)
      See instructions to Add a Desktop Template. Scroll to the appearance of this dialog in the instructions for the type of Desktop you wish to add and continue from there.