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- Manager Role has all privileges including accessing the Members Area for property setup.
- Night Audit Role has all privileges except accessing the Setup area and Managers Reports.
- Front Desk Role can access all day to day functions, but cannot access the Setup Area and can only access Daily Reports.
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The User List is divided into Active and Inactive Users. Each User is displayed with the User ID, email, Status, Last Login and whether a User is locked out. To Edit the details of a User, click on the User ID. See Users: Add, Edit or Unlock
User Roles: Anchor roles roles
- Sr. Night Auditor: Able to perform Night Audit; No access to Setup; Full access to all columns of Reports.
- Night Audit: Able to perform Night Audit; No access to Setup; Full access to all columns of Reports.
- MyGuest Only: Access to MyGuest Guest Request System and Housekeeping App Users. To learn specifics on setting Housekeeping App Users, click here.
- Manager Admin: Enables all 3 Admin features: Front Desk Layout, New Booking Window, and Housekeeping customization.
- Customize the Front Desk Layout Admin | Front Desk - Page Layout
- "New Booking Window" Custom Labels - Admin | Booking - Data Elements
- "Housekeeping Groups" Admin | Housekeeping
- Manager: Full access to all Setup functions and all Reports.
- Housekeeping Admin: This Housekeeping function makes it easy to organize Rooms into Groups and customize the Housekeeping area on the Front Desk. Admin | Housekeeping
- Housekeeping: Access only to the Housekeeping section.
- Group Manager: Access only to Group Bookings.
- Night Auditor: Able to perform Night Audit; No access to Setup; Access to only first 4 columns of Reports.
- Front desk: No access to Night Audit or Setup. Access to only the first 3 columns of Reports.
User dependent restrictions:
- Allow manual entry of Rates: Allows user to manually change a Rate. Else they can only book rates set in the system.
- Allow Overbooking: This allows the user to book beyond your current availability. The business use is that sometimes hotels do over-sell some Room Types in order to move around bookings or account for likely cancellation rates. Recommended setting is "No"
- Settle Credit Cards: Displays the "Settle Credit Cards" button in Night Audit. (Must be signed up for MyCard credit card payment gateway to use this)
- View Manage Credit Cards Screen : Displays the "Manage Credit Card" link in the Booking Details. Should you wish to not allow a User to view the full credit card numbers, this is how to disable their access to viewing anything other than the 'last 4 digits' and expiry.
- MyGuest Access. This allows you to establish whether a User can login and/or use the MyGuest 'app' explained at: http://hotel.bookingcenter.com.
- Country: This allows a manager to set a restriction for a user to only login via the Country where the User should be logging in.
- Country Login Allow: This allows a manager to enforce that the Country set above is where the User is actually logging in. Choices are only 'the Country' or 'all Countries'. BookingCenter enforces this via a subscription to an IP service that attempts to take the IP address from the request and verify it is likely in the country where the User has been set. While not perfect, this helps avoid 'phishing' and fraudulent logins.
- Allow VPN: For Users who use VPNs to access services from differing locales (thus IP address verification is intentionally being circumvented) this setting can allow an exception for this specific user.
Managing and Auditing the User Access
- Status: Active means the User can login, while INACTIVE means the User will no longer be able to login (though all past activity is retained for reporting).
- From: is the date the user is active.
- Created: date User was created.
- Last Changed: date the User record was last edited.
For more details, see User Roles and Functions
If the Allow Overbooking is enabled on the users account that user will still be able to book room types from the Book by Availability or Tape Chart windows even after the availability for that type reaches 0. Users will still be presented with warning text that they are overbooking that room type but will be allowed to proceed as shown in the image to the right. For users who do not have Overbooking privileges the "New Booking" button will be grayed out and they will be unable to make a booking for that room type. Overbooking flag defaults to No.
Enable Ip Filtering: This is a per user toggle. If enabled the user will only be allowed to log into the system if their originating IP Address matches a range entered in the IP Filtering Tab. This is an advanced setting that can cause loss of access if used incorrectly, but is useful to property owners who want to limit access to specific networks. See IP Filtering for more information.
Status: Active/Inactive. This flag dictates if the user account is live or not, and defaults to Active.
From: Allows you to set a user active from a specific date in the future. This allows you to setup a new employees account for the MyPMS system but dictate a date in the future when they can start logging in with it.
Failure Count: This must be set to 0 for all new account. Each time a user enters a password incorrectly the Failure Count increases by 1. At 3 failed logins the account is locked and the user has 5 tries to enter the Challenge Response properly (see below). If they are unable to do so a Manager or Administrator will need to unlock their account by manually resetting both the Failure and Challenge Count to 0.
Roles: Carefully select the role for the new user. Available roles include: Manager, Night Audit, Front Desk. Role Privileges are broken down as follows:
Manager Role: Has full access to the system, all reports and the setup area.
Night Audit Role: Has full access to the system, all reports excluding Manager section and cannot access the setup area.
Front Desk role: Has full access to the system. Can only access Daily and Group reports and cannot access the setup area.
Challenge Questions/Responses: Each user must have two separate Challenge Questions and Responses. The questions are user definable, and the responses are case sensitive.
Challenge Count: The challenge count reflects how many failed Challenge Response attempts the user has performed. At 5 failed Challenge Repsonses the account becomes locked and must be manually unlocked by a Manager or Administrator. For new users you must set the Challenge Count to 0.
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You may set up as many user as you wish. Most hotels will have the choice of assigning users with one of three attributes, "Manager", "Front Desk" and "Night Audit". The Privligaes of the roles are as follows:
- Manager Role has all privileges including accessing the Members Area for property setup.
- Night Audit Role has all privileges except accessing the Setup area and Managers Reports.
- Front Desk Role can access all day to day functions, but cannot access the Setup Area and can only access Daily Reports.
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