Resource Authorization Management

Overview

The MakerVera authorization management system uses a two-tier access control model to ensure safety and proper training across your makerspace. Understanding how workspace and equipment authorizations work together helps you configure appropriate access levels for your members.

Authorization Types

Workspace Authorizations (Door Access)

Analogy: Like having a key to enter a building or room.

Workspace authorizations grant members access to enter and use a specific physical workspace. Think of this as basic access control - if a workspace requires laser safety authorization, members need that authorization just to enter the laser lab.

Key Characteristics:

• Controls access to the physical workspace
• Applied at the workspace level
• Required for all activities within that workspace
• Automatically applies to member access when booking any equipment in that workspace

Example Use Cases:

• General safety orientation for all makerspace areas
• Basic woodshop safety for the woodworking area
• Chemical handling authorization for the chemistry lab
• Laser safety for the laser cutting room

Equipment Authorizations (Tool-Specific Access)

Analogy: Like having permission to use a specific tool or machine.

Equipment authorizations grant members access to use specific tools or machinery, whether or not the workspace itself requires authorizations. This allows for fine-grained control where some equipment needs additional specialized training beyond basic workspace access.

Key Characteristics:

• Controls access to individual pieces of equipment
• Applied at the equipment level
• Can be required in addition to workspace authorizations
• Provides granular control over complex or dangerous tools

Example Use Cases:

• Advanced CNC operation authorization for specific routers
• Water jet cutter authorization within the metalworking shop
• 3D printer authorization for specific printer models
• Specialty welding authorization for TIG/MIG welders

How Authorizations Work Together

Authorization Inheritance Concept

Important

Having workspace access authorization is a prerequisite - it grants you access to enter the space. Equipment authorizations are checked in addition to workspace authorizations when booking specific tools.

When a member attempts to book a piece of equipment:

1. Workspace Check: Does the equipment’s workspace require authorizations?

   • If YES: Member must have all workspace authorizations
   • If NO: Proceed to equipment check

2. Equipment Check: Does this specific equipment require authorizations?

   • If YES: Member must have all equipment-specific authorizations
   • If NO: Booking is allowed

Visual Model

┌─────────────────────────────────────────┐
│ Workspace: Laser Lab                    │
│ Required Authorizations: Laser Safety   │
│                                         │
│  ┌───────────────────────────────────┐ │
│  │ Equipment: 60W Laser Cutter       │ │
│  │ Required Authorizations: Laser Basic │
│  │                                   │ │
│  │ Member needs:                     │ │
│  │ ✓ Laser Safety (workspace)        │ │
│  │ ✓ Laser Basic (equipment)         │ │
│  └───────────────────────────────────┘ │
│                                         │
│  ┌───────────────────────────────────┐ │
│  │ Equipment: 120W Laser Cutter      │ │
│  │ Required Authorizations: Laser Advanced │
│  │                                   │ │
│  │ Member needs:                     │ │
│  │ ✓ Laser Safety (workspace)        │ │
│  │ ✓ Laser Advanced (equipment)      │ │
│  └───────────────────────────────────┘ │
└─────────────────────────────────────────┘

Common Configuration Scenarios

Scenario 1: Public Workspace, Restricted Equipment

Setup:

Resource	Name	Required Authorizations
Workspace	Woodshop	None
Equipment	Industrial Table Saw	Woodshop Safety

Result: Members can enter the workspace freely but need Woodshop Safety authorization to book the table saw.

Badge System Integration: Door badge grants access to the Woodshop for all members (no authorization check). Equipment badge on the Industrial Table Saw checks for Woodshop Safety authorization before unlocking.

Best For: Shared spaces where some equipment is inherently dangerous but the space itself is open.

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Scenario 2: Restricted Workspace, Equipment-specific Authorizations

Setup:

Resource	Name	Required Authorizations
Workspace	Metalworking Shop	Metal Safety Basic
Equipment	MIG Welder	Welding MIG
Equipment	Plasma Cutter	Plasma Cutting Advanced

Result: Members need Metal Safety Basic to enter, plus tool-specific authorizations for each piece of equipment.

Badge System Integration: Door badge checks for Metal Safety Basic authorization before unlocking. Equipment badges (MIG Welder, Plasma Cutter) verify member has Metal Safety Basic AND the specific equipment authorization (Welding MIG or Plasma Cutting Advanced) before unlocking.

Best For: Specialized workshops where basic knowledge is required for entry, but individual tools need specific training.

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Scenario 3: Open Workspace, Independently Authorized Equipment

Setup:

Resource	Name	Required Authorizations
Workspace	Community Workshop	None
Equipment	3D Printer (Beginners)	3D Printing Basics
Equipment	Industrial 3D Printer	3D Printing Advanced, Materials Handling

Result: Anyone can access the workspace, but specific authorizations determine which printers they can use.

Badge System Integration: Door badge grants access to Community Workshop for all members (no authorization check). Beginner 3D Printer badge checks for 3D Printing Basics authorization. Industrial 3D Printer badge verifies member has both 3D Printing Advanced AND Materials Handling authorizations before unlocking.

Best For: Makerspaces with tiers of equipment complexity.

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Scenario 4: Fully Open Access

Setup:

Resource	Name	Required Authorizations
Workspace	Meeting Room	None
Equipment	Projector	None

Result: Any member can book the space and equipment.

Badge System Integration: Door badge grants access to all members without authorization checks. Equipment badge grants access without authorization checks.

Best For: Non-hazardous spaces and general-use equipment.

Best Practices

When to Use Workspace Authorizations

Do use workspace authorizations when:

• The entire workspace has inherent hazards (chemicals, high voltage, confined spaces)
• Basic safety knowledge applies to all activities in the space
• You want to control who can even enter the physical area
• The workspace contains multiple pieces of similar equipment with shared safety needs

Don’t use workspace authorizations when:

• Only specific tools need training
• The workspace is general-purpose
• You want maximum flexibility for members

When to Use Equipment Authorizations

Do use equipment authorizations when:

• Specific tools require specialized training beyond workspace basics
• Different tools in the same workspace have varying complexity levels
• Equipment is particularly expensive, dangerous, or complex
• You want granular control over who can use what

Don’t use equipment authorizations when:

• All equipment in the workspace requires the same training level
• Tools are simple and safe enough that workspace access is sufficient
• Administrative overhead outweighs safety benefits

Recommendations

1. Start Simple: Begin with workspace authorizations only, add equipment-specific ones as needed
2. Be Consistent: Use similar authorization structures across similar workspaces
3. Document Clearly: Ensure members understand what each authorization allows
4. Review Regularly: Periodically audit authorization requirements as equipment and risks change
5. Avoid Redundancy: Don’t require the same authorization at both workspace and equipment level

Administrative Interface

Setting Workspace Authorizations

1. Navigate to Admin > Workspaces
2. Click Edit on the desired workspace
3. In the Required Authorizations field, select authorization(s)
4. Click Save

Members will now need these authorizations to book any equipment in this workspace.

Setting Equipment Authorizations

1. Navigate to Admin > Equipment
2. Click Edit on the desired equipment
3. In the Required Authorizations field, select authorization(s)
4. Click Save

Note

Equipment authorizations are independently managed. The system will check both workspace and equipment authorizations when members attempt to book.

Understanding the Selection Interface

When configuring equipment authorizations:

• You can select authorizations freely, even if the workspace already requires them
• The subtitle shows which authorizations the workspace requires
• Members will need authorizations from both workspace and equipment to successfully book

Example:

Equipment: CNC Router
Workspace: Woodshop (requires "Woodshop Safety")
Equipment Authorizations Selected: "CNC Basic", "Woodshop Safety"

Result: Members need both "Woodshop Safety" (workspace)
        and "CNC Basic" (equipment) to book this equipment.

Member Experience

Viewing Required Authorizations

When members browse equipment:

• Equipment cards show all required authorizations with badges
• Small icons indicate whether each authorization is:
  • Workspace-required: Needed because of the workspace
  • Equipment-specific: Needed specifically for this tool

Booking Blocked by Authorizations

If a member lacks required authorizations:

• Equipment appears but is not bookable
• Clear messaging explains which authorizations are missing
• Links to authorization classes or contact info for instruction

Frequently Asked Questions

Q: If I add an authorization to a workspace, do I need to add it to all equipment in that workspace?

A: No. Workspace authorizations automatically apply to all equipment. Only add equipment-specific authorizations if you need additional requirements beyond the workspace level.

Q: Can I have equipment-only authorizations without workspace authorizations?

A: Yes! This is the “public workspace, restricted equipment” scenario. The workspace is open to all, but specific tools require training.

Q: What happens if I add the same authorization to both workspace and equipment?

A: The system will check that the member has the authorization once. There’s no duplication of requirement, but it may cause unnecessary administrative overhead. It’s better to just set it at the workspace level.

Q: Can authorizations have expiration dates?

A: This feature is planned for a future release. Currently, authorizations do not expire automatically.

Q: How do I see which members have which authorizations?

A: Navigate to Admin > Members, click on a member, and view their Authorizations tab.

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Summary

Two-Tier Model:

• Workspace = Door access
• Equipment = Tool access

Key Principle: Workspace authorizations grant entry. Equipment authorizations provide tool-specific access on top of that.

By thoughtfully structuring your authorizations, you create a safe, organized system that scales with your makerspace’s complexity while remaining easy for members to understand.