Move a user to another organisation
This page describes how you can move users from 1 organisation to another.
Contents
Caveats
A user can’t be registered to more than 1 organisation with the same email address.
The only way around this is for you to change their email address in your organisation. For example:
russell.hawke@obsidianrivier.com
to
russell.hawke@movedhome.obsidianriver.com
Note: you can keep the user activated in your organisation or you can deactivate them.
Move a user to another organisation
There are 2 key steps to move a user to another organisation:
Once you’ve let the user know that that’s done, they need to ask their new organisation’s Matrix Booking Administrator to make them a user account.
You can contact the new organisation’s Matrix Booking Administrator at any time – you don’t need to raise a support ticket.
The user can switch back to your organisation at any time.
Change the user’s email address
Note: if you can’t rename the user as they are currently active and associated with your organisation’s SSO, you need to break the association first.
To change a user’s email address:
Select Admin in the top bar.
Select Users under the Security & Integrations section in the side menu.
Find the user by entering their name into the Filter search bar.
Select their name. The Edit [User] pop-up will appear.
Amend their email address in the Email text box.
Select Save.
Notes:
You can change a deactivated user’s email address in the same way using the Deactivated Users Admin screen.
If you have our SSO, Microsoft Entra ID (formerly Azure Active Directory), or SCIM integrations, you need to deactivate the user account in Matrix Booking. For more information, see SSO, Microsoft Entra ID, and SCIM.
If you don’t have our SSO, Entra ID, or SCIM integrations, the user account can be kept activated in your organisation as the email address has changed.
Make a user account in the new organisation
Once the user’s email address has been changed within your organisation’s Matrix Booking system, they need to ask their new organisation make them a user account. To make a new user account, the new organisation’s Matrix Booking Administrator needs to:
Select Admin in the top bar.
Select Users under the Security & Integrations section in the side menu.
Select New User in the filters ribbon. The New User pop-up will appear.
Enter their email address.
If the first and last names can be extracted from the email address, they will be auto populated.
Enter their first and last names if the auto populated results are incorrect.
Enter and re-enter a password for them.
Enter their other details you have available (for example, phone number).
Select the type of user they need to be based on the type of access they need (see Access profiles and user accounts).
For a normal user, select Standard.
For an app account (for example, Signage app), select System/API.
If required, enter the cost code and access card number.
Select Save when finished.
Once the new organisation’s Administrator has set up the user’s account, they need to:
Email the user their email and password.
Ask the user to log in.
The user’s email address and login will be immediately active.
SSO, Microsoft Entra ID, and SCIM
There are 2 scenarios that affect the way in which you move a user from 1 organisation to another:
organisations without our SSO integration (follow the steps above).
organisations with our SSO integration, which may include:
SSO integration only
SSO with Entra ID
SSO with SCIM
Each of the SSO integration scenarios have conditions that affect the time in which you can move a user across to another organisation and keep the user activated in the old organisation.
Organisations with our SSO integration
The old organisation’s Matrix Booking Administrator needs to:
Deactivate the user in Matrix Booking (it doesn’t matter which way around these first 2 steps are done).
The Microsoft Azure Administrator needs to remove the user from their Azure directory’s syncing group.
The new organisation’s Matrix Booking Administrator needs to:
The Microsoft Azure Administrator needs to add the user to their Azure directory’s syncing group.
Notes:
You need to complete the above steps before 4:00 AM the next day and before the user logs back in via SSO.
If the user isn’t removed from the syncing group in Microsoft Azure, a new account will be set up for them automatically when the next sync occurs.
Organisations with SSO and directory integrations
If you also have one of our directory integrations like Entra ID or SCIM, the Matrix Booking Administrators in both organisations will have a small window of time to change the user’s email address and set up the user in the new organisation before the automatic sync runs. If the automatic sync runs again without the steps being performed beforehand, the user will be brought back into their old organisation’s directory with their email address corrected.
You need to complete the above steps before the following:
For Entra ID, this is usually before 4:00 AM the next day and before the user logs back in via SSO.
For SCIM, this is usually every 20 minutes and before the user logs back in via SSO.
Notes:
If the user has moved to the other organisation successfully, one or both organisations can perform a manual sync before the automatic one if they want to.
With Entra ID users, you can’t normally edit their email address in Microsoft Azure.
Switch a user back
If a user needs to switch back to their old organisation, the current organisation’s Matrix Booking Administrator needs to:
Deactivate the user (it doesn’t matter which way around these first 2 steps are done).
If the organisation has one of our SSO, Entra ID, or SCIM integrations, the Microsoft Azure Administrator needs to remove the user from their directory’s syncing group.
Once that’s done, the old organisation Matrix Booking Administrator needs to
If the organisation has one of our SSO, Entra ID, or SCIM integrations, the Microsoft Azure Administrator needs to add the user to their directory’s syncing group.