Using UW Groups to get access to Scout Manager

If you’re new to Scout Manager or need a refresher, you’ve come to the right place!

Step 1: Create a UW Group

UW Groups are used to control access to Scout Manager and to the spaces. Once you are part of a group, we will assign it to the relevant spaces, and then you can log on to Scout Manager (https://manager.scout.uw.edu/manager/spaces/) with your UW NetID, find your space, and make edits from there.

If you are already part of a group and believe it is assigned to the spaces you manage on Scout, contact [email protected] with "Scout" somewhere in the subject line to confirm.

Note that each space may only have one group assigned to it.

If you do not already have a group or are part of one, here is how you make one:

1. Go to https://groups.uw.edu/
2. At the top of the page, select "create a group".
3. There are several fields you need to fill in:
   1. "Group Display Name" should identify the purpose of the group, e.g. "UWT Scout Computer Lab Admins" for the group of users who are authorized to edit all UWT computer labs in Scout Manager.
   2. The "Group ID" will be the unique ID of the group, which will be used in Scout Manager. It is helpful to make this descriptive and human-readable.
      1. The Group ID must start with u_[yourUWNetID]
      2. A group name is a sequence of name components, separated by an underscore delimiter, e.g. u_lmanes_scoutmanager
      3. Group names cannot be created without a parent stem. That is, you may not create u_lmanes_scoutmanager_superusers_ without first creating u_lmanes_scoutmanager.
   3. The "Group Description" is freeform.
   4. The "Contact person" is optional but strongly recommended. This is probably you.
   5. ⭐ Important!! In the "Members" field, add the UW NetIDs of everyone who should be able to edit your spaces in Scout Manager. ⭐
      1. Note that groups can be nested -- that is, groups can be members of groups. For example, if there is already a group containing all members of your department that's used to grant access to the building, you can reuse that group here. For more info on group nesting, see the various Help links within the UW Groups UI.
   6. "Administrators" are people who can perform any action on the group itself -- adding and removing members, creating subgroups, editing other fields, and deleting. Your UW NetID will automatically be added here, but you can add anyone else as appropriate.
   7. "Member managers" are people who can update the group membership. It may be helpful to add all the group members as member managers as well, since they are the individuals who you are already trusting to have access to your spaces, and if they are also member managers, they can add their own new staff members or delegates.
      1. Note that member managers are not automatically added as group members, so make sure you add everyone in both places if that's what you want.

Note that different spaces can have different groups. That is, you may have a group u_lmanes_labadmins containing all computer lab admins, and that group will be used to grant Scout Manager access for your computer lab spaces; whereas a different group, u_lmanes_studyrooms, has different people in it and is used to grant Scout Manager access to your non-lab study rooms.

Step 2: Tell the Scout team your Group ID(s)

When you have created your group(s) or confirmed that you are part of one, send an email to [email protected] with "Scout Manager access" in the subject line. Tell us the name of the group(s) and which space(s) each group should be associated with.

The Scout team will ensure that your group is assigned to all of the appropriate spaces, and will let you know when we're done.

Step 3: Create or edit your spaces on Scout Manager

Now you can create and edit spaces!

All spaces in Scout are edited on https://manager.scout.uw.edu/manager/spaces/. You will be directed to sign in with your UW NetID.

For detailed instructions on creating and editing spaces, see How to edit spaces in Scout Manager.

If you have any questions about how to use Scout Manager, please contact [email protected] and mention Scout in the subject line.