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18.2. Group Descriptions

Access control refers to the restrictions that can be placed on users. These restrictions are based on two areas:

The modules and functions a user has access to

These access restrictions refer to operational restrictions such as:

  • Modules: access to system modules such as the Contact report or Payment module
  • Functions: according to modules a user has access they have different functions they can perform in these modules including: read/update records
  • The access control group that users are allocated to determines these operational restrictions.

The data the user can see

This access restriction refers to the data users have access to, for example: an agent can only see information/data allocated to them.

This data restriction is determined by a user's relationship (relationships are setup on the contact details screen – refer to the Contact module for detailed information)

In access control, new access groups can be created. The following functions are available from access groups:

  • General access restrictions can be applied (including room numbers displayed on the calendar)
  • Module (and functional) restrictions i.e. what modules can users have access to and what are their functional rights in each module
  • Property and accommodation display i.e. what properties and accommodation units can the user see and book
  • Users i.e. add or remove users linked to an access group

 

To Create an Access Group:

Click the New button on the toolbar, enter the details for the new access group in the edit area and click Save on the toolbar to save the access group (see definitions for detailed information)

Note: Once an access group has been created, the function, property and user access must be defined by clicking on the access group's row (in the generated list at the bottom of the access group area) under the respective function column. From here a related access control pop-up will open where the respective access controls can be set.

To Edit the Access Group:

  1. Select the access group to be edited (by clicking the respective row below the access control edit area)
  2. Click the Edit button on the toolbar, make the required changes and click Save to record the changes.

To Save the Access Group:

After creating or editing a record click Save on the toolbar to record the changes.

To Delete the Access Group:

Click the Edit button on the toolbar to access edit-mode. Click the Delete button on the toolbar to delete the record.

Note: user's that are not allocated to an access group default to having public access when they log into ResRequest.

Terms and Definitions

Group code A five character free-format field to describe a group.
Group description A free-format description/name allocated to each access group.
Confidential When this field is selected (checked), users have access to any confidential notes stored within the system.
Consultant This field should be allocated to INTERNAL users only.
  • Consultant refers to an internal reservations operator.
  • Consultants are provided access to the Reservation Request module.
  • Users allocated to a consultant group are allocated to a reservation as the 'consultant' (i.e. the internal person managing/overseeing the reservation).
  • This field is disabled to the public access group as they cannot be allocated as consultants.
Limited This field refers to restrictions on room numbers displayed in cells on the availability calendar.
  • No means that the user view is not restricted, this means that the user sees the actual number of rooms reserved (including negative numbers).
  • Yes means that the number of rooms displayed on the availability calendar is restricted, once this field is selected the 'number of rooms limited to' becomes available to enter the actual number of rooms displayed. The number entered here is also the maximum number of rooms the user can reserve. Users with a 'Yes' restriction do not see negative room numbers.
For users not to see any room numbers i.e. they only see red or white cells on the calendar, select 'Yes' to limit and limit the number of rooms to '1'. To limit the number of rooms these users can reserve per itinerary item, enter the respective number in the 'Maximum rooms requested by restricted users' field on the default table.
Number of rooms limited to This field determines the maximum number of rooms a user can see and reserve.

When Limited is set to Yes, this field becomes available enter a value greater then or equal to 2. When 1 is used as the value only red and white cells are displayed. To limit the number of rooms these users can reserve per itinerary item, enter the respective number in the Maximum rooms requested by restricted users field on the Default table

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