What are User Groups?
User groups are how BaseUp groups your people (staff, tenants, visitors, etc.) so you can control:
Who can book parking
What rules apply to them (price, priority, booking window, etc.)
They are similar to Asset Groups (which group bays), but:
Asset Groups = which bays
User Groups = which people
You connect the two using parking policies.
How User Groups work with Asset Groups and Policies
The basic structure is:
Asset Groups – which bays are in the pool
User Groups – which people are in the pool
Policies – link user groups to asset groups and set the rules
In a policy, you decide:
Which asset group(s) (bays) it can use
Which user group(s) (people) can use it
Rules such as:
Pricing (free vs paid)
How far in advance they can book
How often they can book
Which days and times they can park
Thinking in this “bays + people + rules” way will help you decide how many user groups you actually need.
Common ways to set up User Groups
Clients often start simple and then add more groups as needed.
1. Single group – all users
Create one group, for example “All Staff Members” or “All Users”
Upload all users into this group
Give everyone access to the same paid parking or standard rules
This is the simplest setup when everyone has the same access.
2. Priority groups – executives, managers, etc.
Many clients then add more user groups to give priority to certain people.
Examples:
Executives / Senior Leaders
Managers
Key roles or essential staff
You can:
Put all staff in All Staff Members (for general paid parking)
Create separate groups like Executives, Managers, etc.
Use policies to give those groups:
Better availability
Cheaper or free parking
Longer booking windows
Priority over casual users
How User Groups are managed
User groups (and the users inside them) can be managed in a few different ways:
CSV upload into BaseUp
Domain-based self-registration
SCIM + SSO integration
You can use just one method or a mix, depending on how automated you want things to be.
1. CSV upload
You can upload users directly into BaseUp via CSV.
Typical use:
You export a list of users from your HR or directory system
Format it using the BaseUp CSV template
Upload it into a specific user group (e.g. All Staff, Executives, Contractors)
This is a good option when:
You do not have SCIM/SSO
You want a controlled, admin-driven way of adding and updating users
You’re comfortable doing periodic uploads to keep things up to date
2. Domain-based self-registration
You can also allow users to self-register into certain user groups based on their email domain.
How it works:
You configure one or more allowed domains for a user group (e.g.
@client.com,@subsidiary.com)People with those email addresses can sign up themselves, create an account, and start booking parking (subject to the policies linked to that user group)
This is useful when:
You want users to self-manage their parking
You don’t want to maintain CSVs or manually onboard every user
You are happy for anyone with an approved domain to join that group and gain access to parking
3. SCIM and SSO integration
For larger or more automated setups, you can use SCIM + SSO.
This is an optional integration chosen during the sales / implementation process
It has an additional cost and requires your internal IT team to be involved
SCIM is an integration with your Active Directory (or other identity provider) that automates user creation, updates and deactivation directly into BaseUp
If you don’t have SCIM/SSO set up and would like it:
Raise a request with the BaseUp Client Success team to get a quote and implementation details.
With SCIM, there are two main approaches:
a) BaseUp-managed user groups (simple automation)
All users are provisioned via SCIM into BaseUp with basic metadata
User groups (e.g. Free Parking, Paid Parking, Executives) are still managed inside BaseUp
IT controls who exists as a user; workplace / FM teams control which group users belong to in BaseUp
b) Directory-driven automation (full automation)
User attributes and group memberships are sent as metadata via SCIM
BaseUp uses this to automatically assign users to groups and apply access rules
Your Active Directory is the source of truth
In this fully automated model:
Any change to a user’s group, access level, or dashboard permissions must be done in your directory
These changes usually happen via internal IT tickets
BaseUp cannot manually override metadata or user group membership unless it comes via SCIM
Adding and removing users from user groups
How you add or remove users from a user group depends on how that group is managed (CSV, domain self-registration, or SCIM).
Removing a user via the BaseUp UI
For groups that are managed directly in BaseUp:
Go to Configuration > User Groups.
Select the user group you want to update.
In the list of users, tick the box next to the person’s email address.
Click Remove user.
What happens next depends on the management type.
CSV-managed users
Adding users (CSV)
If you upload a CSV containing one or more user emails into a user group:
Each email you upload will gain access to parking according to the policies linked to that group.
This applies whether you are:
Doing a bulk upload, or
Uploading a single user via CSV.
As soon as the CSV is processed, those users are part of the group and can book parking (subject to policy rules).
Removing users (CSV)
If you remove a CSV-managed user from a user group:
They will no longer be able to make new bookings via that group.
Any future bookings they already have will remain until you:
Manually cancel them, or
Move them in line with your internal process.
Removing a CSV user from a group does not automatically cancel their future bookings.
Domain-registered user groups
These are groups where users can self-register based on email domain, but you can also add users manually.
Adding users (domain-based)
If you upload a user into a domain-registered group (for example via CSV or the UI), they will gain access to parking, even if:
Their email domain is not part of the allowed domain list.
In other words:
Allowed domains control who can self-register.
Manual upload (or manual add) can override that and give someone access even if their domain doesn’t match.
Removing users (domain-based)
If you remove a user from a domain-based group:
They are removed for now, but
They can register again if:
Their email domain is still allowed for that group, and
Self-registration is enabled.
Removal is not permanent unless you also:
Change or remove the allowed domains, or
Use a different access control approach.
SCIM-managed users (directory-driven)
SCIM users are fully controlled by your Active Directory (or other identity provider).
Adding users (SCIM)
A user can only be added to BaseUp via SCIM if they exist in your Active Directory and meet the SCIM rules.
Once they exist and match the SCIM config:
They will automatically flow into BaseUp,
Be placed into the appropriate user group(s), and
Gain access based on the policies linked to those groups.
If a user does not exist in your Active Directory, they cannot be added to BaseUp and will not be able to use BaseUp.
Removing users (SCIM)
To remove a SCIM user:
You must update or remove them in your Active Directory (e.g. remove from a group or deactivate the account).
SCIM will sync that change to BaseUp.
When a SCIM user is deprovisioned or removed:
Their BaseUp account is automatically deactivated.
All of their bookings are cancelled as part of that deactivation.
BaseUp cannot manually override SCIM user metadata or group membership – changes must come from your directory via SCIM.
How do I know what parking a User Group can access?
To check whether a user group can actually book parking, you need to see which policies are linked to that group.
Check which policies are linked to a User Group
Go to Configuration > User Groups in the Management Portal.
Select the User Group you want to review (e.g. All Staff, Executives, Contractors).
In the group view, click the Policies tab.
On this tab you will see:
A list of policies linked to that user group
If there are no policies listed, people in that group cannot book any bays
If a user group is not linked to any policies, it’s essentially a holding group with no parking access.
What kind of parking can they book?
From the Policies tab on the user group:
Look at the policy names – these usually describe the type of parking or rules, for example:
“Staff Paid Parking – Basement 1”
“Executive Free Parking – All Levels”
“Visitor Parking – Weekdays Only”
If you want more detail:
Click on an individual policy in the list.
This will open the policy where you can see:
Which asset groups (bays) it uses
The rules (pricing, booking window, days/times, etc.)
Any limits or excluded dates
Together, this tells you:
Whether members of that user group can book parking, and
What type of parking they can access (where, when, and under what conditions).