This website contains the information necessary to request access to a shared space in the Department of Industrial Engineering of the University of Trento.
If instead you simply need to access your office, then you can use the form provided by the University: https://webapps.unitn.it/covid19auth/user/home
Remember that before using this system to request access to a laboratory, a user must be authorized following the procedure described here.
An access request is made by creating an event in a google calendar associated to the shared space
To request access for several days in a row, users must create one event for each day (events spanning more days do not work)
A script (running once every 2 hours) then automatically adds as invitees to the event:
the manager of the shared space (if any, e.g., open-spaces do not have any manager)
(if any) the supervisor(s) of the person who made the request
They then decide whether to allow or deny the access by clicking on "Yes" or "No" in the event they see appearing in their personal calendar
In case of multiple supervisors, it is sufficient that one of them gives the authorization
Users can immediately see the answer(s) in the calendar event
All requests for the following week should be done by Thursday at noon, so that lab managers and supervisors can take care of all the authorizations once a week
Once an access is authorized, this information is automatically passed to UniTrentoApp (thanks to another script that runs once every hour), therefore authorizations cannot be revoked
There could be a delay of 2 hours between the request creation and the invitation of the lab manager/supervisor
There could also be a delay of 2 hours between the authorization by the lab manager/supervisor and appearance of this authorization in UniTrentoApp
In order to access the building users must use UniTrentoApp, so they must wait until the authorization be visible there
You can check in this spreadsheet which requests have been authorized
13/05/2021: Users can now have more than one supervisor. Just add the user multiple times in the "Users" tab of the spreadsheet, specifying a different supervisor in each row.
07/10/2020: The system has been extended to handle also the open spaces.
10/06/2020: Now the script collects all the messages for a person and sends a single email containing all of them. Before the script could send several emails to the same person at the same execution.
10/06/2020: Now if the script finds an event created by (or on behalf of) a user that is not found in the user list, then this event is canceled and the event creator is notified by email.
If you have an account unitn.it then you have access to Google Calendar with your account unitn
If you have an account studenti.unitn.it you do not have access to Google Calendar, unless you have have been carrying out some services for the university (e.g., tutoring, 150 hours, 400 hours)
First time users need to ask access to the calendar associated to the shared space they want to access
In this spreadsheet (tab "Workstations") you can find a list of the managers of the shared space
Send them an email, putting your supervisor(s) (if any) in CC, asking them access to the shared-space calendar
If the workstation you want to book has no manager, then it means it is an open-space desk, and in this case you should ask access to dii.accessolab@unitn.it
You will then receive an email notifying you that the calendar has been shared with you
Click on the link "add this calendar" inside the email
Make sure you are logged in with your unitn account when the browser opens up after having clicked "add this calendar"
(If by default your browser opens with another gmail account, then use a private window of your browser)
Before making your first access request, ask dii.accessolab@unitn.it to add your name in the tab "Users" of this spreadsheet
Users that do not have access to Google Calendar cannot create events on the calendar
Somebody with access to Google Calendar (e.g., their supervisor) should create events on their behalf, using their email address as title of the event
Users can still ask access to the calendar associated to the shared space with a personal gmail account: they will only be able to read the calendar, but not to modify it
Before asking somebody to make your first access request, check if your name appears (and is associated to at least one of your supervisors, if any) in the tab "Users" of this spreadsheet
If it is not, please notify cesarina.zeni@unitn.it
If you are the manager of a shared space, follow these instructions to set-up a calendar associated to your shared space
In case your shared space is composed by several workstations, you have to create a separate calendar for each workstation
Create a google calendar for a shared resource following these instructions (use your unitn account to do so)
In the calendar settings, menu "Accetta automaticamente gli inviti", select the option "Aggiungi automaticamente tutti gli inviti al calendario"
In the calendar settings, menu "Autorizzazione d'accesso", check "Rendi disponibile per UniversitĂ degli studi di Trento"
In the calendar settings, menu "Condividi con persone specifiche", add "andrea.delprete@unitn.it" choosing "Apportare modifiche e gestire opzioni di condivisione"
In the calendar settings, menu "Notifiche", you can decide whether you want to receive emails when events are created/modified/deleted (not strictly necessary)
In the calendar settings, menu "Integra calendario", you can find the calendar ID
Copy the calendar ID and paste it in this google sheet, tab "Workstations", next to your email address (follow the examples)
If you do not have writing access to the spreadsheet, simply ask for it
When a user asks you to get access to the calendar of a workstation you have to go to the calendar settings, menu "Condividi con persone specifiche", and add the user choosing "Apportare modifiche agli eventi"
When users create events in your calendar(s), you will not receive any email notification, unless you have set that option in the calendar settings (menu "Notifiche")
To accept/deny an access request, you have to click on the event in your personal calendar, and then click on one of the buttons "Yes"/"No" that appear at the bottom of the event
BEWARE that you could see two versions of each event: one belonging to the shared calendar, the other belonging to your personal calendar; only the latter version contains the buttons "Yes"/"No"
When a user asks you to get access to the calendar of a workstation you have to go to the calendar settings, menu "Condividi con persone specifiche", and add the user with their gmail.com address, choosing "Vedere solo disponibile/occupati" (it should be the only available option)
These users cannot create events in your calendar(s), so somebody else will create them on their behalf, specifying their email address as title of the event
Everything else works the same way as for users with access to Google Calendar
Every time a person that you supervise asks to access a shared space, you need to authorize/deny that access
The connection between each person and their supervisor is defined in this spreadsheet, tab "Users". The table is filled in by the DII secretariat, after verifying that the risk definition forms have been correctly shared and all the authorizations for the access to the laboratories have been obtained.
Note that what really matters are the email addresses, not the names. If you find errors in email addresses, send an email to dii.accessolab@unitn.it asking for correction
In case of multiple supervisors, send an email to dii.accessolab@unitn.it, asking to add the user several times, specifying a different supervisor in each row. Then the system will take care of inviting all the supervisors, and authorize the access as soon as one of the supervisors accepts the invitation.
When users create events in a calendar, you will receive an email notification (unless you are also the manager of the lab)
To accept/deny an access request, you have to click on the event in your personal calendar, and then click on one of the buttons "Yes"/"No" that appear at the bottom of the event
BEWARE that you could see two versions of each event: one belonging to the shared calendar, the other belonging to your personal calendar; only the latter version contains the buttons "Yes"/"No"
These users cannot create events in your calendar(s), so somebody else (e.g., you or one of your collaborators) will create them on their behalf, specifying their email address as title of the event
Everything else works the same way as for users with access to Google Calendar
The laboratory managers see the events in their personal calendars, which then gets "polluted" by these "fake events" used for requesting access; we are currently working on a solution
It is not possible to make a single request for several workstations, even if they are in the same laboratory
For any question or feature request write an email to andrea.delprete@unitn.it