18.4. Set up user access for staff

Set up user access for staff

This document details the steps to setup ResRequest user access for your own staff. We also refer to these users as: 'Internal Users'.

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Step 1: Setup the user access group 

User access groups determine the access permissions for users. Once a user group is created, users are linked to the user group which regulates the user permissions for that user. User groups determine the following access permissions:

• Which modules (also known as functions) a user is permitted to access, for example: availability calendar, standard report, occupancy calendar;
• What level of access a user is permitted in each module, for example: read, edit, update or management access;
• Which properties and accommodation types a user can access when viewing availability or creating bookings;
• What general access rules should be applied to the user, for example: reservation edit restrictions, calendar availability restrictions.

To create or edit user access groups:
From the main menu select: Administration > Setup > User Access 

1. To change general settings on the user access group, click the user group's name to populate the user group details in the new / edit area. Changes made to the user group are updated by clicking Save on the toolbar.
2. To change the modules the user has access to, select the Read-only / Update / Management columns to the right of the user group.
3. To change the properties and accommodation types that an agent can see / book, select the Prop / Accomm columns and edit accordingly.

Step 2: Create a user

These steps are followed once the contact record is created.

To create a new contact:

• From the main menu select: Contact > Add Contact.
• Select 'Individual'.
• Once the blank contact form is loaded, add the contact's details such as last name, first name, email address etc. Click Save on the toolbar.
• Next set the 'Internal Staff Relationship' for the contact. This relationship indicates the business unit, or property, the staff member represents in your business. This relationship also restricts the data that is displayed in search results for example: a staff member who is linked to Property A will only generate search results for Property A.
  Note: The user group determines the property access on the availability chart. If the user must be restricted on both the availability calendar and in the search results, then the User Access and the Internal Staff Relationship must be restricted for the same properties.

Once the contact record is created, the individual users login can be created. 

To set a contact as a user:

1. Locate the contact record (from the main menu go to: Contact > Find Contacts, run a search and select the contact from the results).
2. On the contact form, select the 'User' role located at the top right. This opens the 'User options' screen which includes a system-generated Username (this also acts as the password until the user resets it on login) and links the user to the Public user access group.
3. Change the User Access group (created in Step 1).
   TIP: If a user forgets their login, you can reset their details from this pop-up by clicking the 'Reset User' option.
4. Click 'Save and Close'. A customisable email notification is opened. Customise the email as required and send to your new user.

Remember that if the user record is created on your local / offline system a data transfer must be run to update the web server with the user's login details.