User roles explained
Create custom user roles to control team member access levels across different sections of your CRS system.
You can create new user roles to ensure team members have appropriate access to do their job effectively. When you add a new user role, you control what sections they can view and modify in the CRS system. This helps maintain security while giving your team the access they need for their specific responsibilities.
You need security user permissions for your property or chain to add new user roles.
The below video will outline further details on adding user roles:
User role access and security level
Below will outline access levels and security levels that can be assigned to a user role:
Access level none:
The user cannot access this section of the CRS. All sections are set to none by default.
Access level read only:
The user can view this section but cannot make any changes.
Access level full:
The user can view and modify everything within this section.
Security access level one:
Provides broad level access to menu areas and reporting elements. This is the standard security level for customers.
Security access level two:
Provides enhanced security with more granular access control for each area. Contact the support team to enable this feature [email protected]
📌Note: If your property is part of a group or chain in the CRS, all properties must have the same security level to ensure uniform permissions for cross property users and chain level users.
The recommendation is to use security level two as it offers more granularity of control and options.
Add a new user role
Below will outline how to create a new user account:
Go to the Security menu.
Click Role.
Click Add New Role.
Enter a name for the role.
We recommend using something descriptive but short, such as front desk or administrator.
Click the dropdown box next to each section to set the access level for this role.
Access level none:
The user cannot access this section of the CRS. All sections are set to none by default.
Access level read only:
The user can view this section but cannot make any changes.
Access level full:
The user can view and modify everything within this section.
The section names align with the menu options on the left and these may vary depending on your contracted modules:
Property description:
Languages.
Address or contacts.
Currency.
Tax.
Descriptions.
Multimedia.
Location.
Meeting information.
Dining information.
Children age group.
Room type.
Guest preference.
Branding.
Amenities.
Guest membership program, this is a custom integration.
Room type group, is only available if it is enabled.
Policies.
Rate management:
Rate code.
Rate code group, is only available if it is enabled.
Rate tier, is only available if it is enabled.
Tier rate, is only available if it is enabled.
Season rate.
Rate overwrite.
Discount.
Market segment, is only available if it is enabled.
Rate day type, this is a custom integration.
Geo pricing, is only available if it is enabled.
Rate loader, this is a custom integration.
Access code:
Access code.
Inventory management:
Base inventory.
Allotment.
Sell limit.
Auto rollover.
Dashboard.
Availability:
Rate blending, this is a custom integration.
Property.
Room type.
Rate category.
Rate code group, is only available if it is enabled.
Rate code.
Room or rate.
Channel.
Sub channel.
View all.
Add-ons.
Room class.
Group.
Room or rate code group.
Availability validation tool.
Loyalty tier or rate, this is a custom integration.
Group or package or add-ons:
Group.
Add-ons.
Package.
Reservation:
Reservation detail.
Access credit card data which is enabled with security protocols in place.
Add-ons detail.
Integrated Reservations.
Email.
Profiles:
Guest profiles.
Corporation.
Group.
Travel agent.
TA profile mapping.
Reports:
General.
Summary.
Reservation.
Distribution.
Profile.
Schedule.
Registered guest, this is only available if it is contracted.
Marketing:
Email setup.
Pre or post email days.
Web tracking.
Third party web tracking.
Web analytics.
Messaging.
Google Ads.
Security:
User profile.
Role.
📌Note: Some menu items are designed for custom integrations or functionality and won't apply to most users. You can leave these set to none unless our team provides specific guidance.
Click Create New and it's ready to assign to a user.
Test any new roles, especially complex ones, to ensure they have the proper level of access to the system.
User roles can be changed at any time, and new roles can be added as your team's responsibilities evolve.
You can also assign users to different roles as their job requirements change.
📌Note: Roles can be copied to other properties to efficiently deploy user rights across a chain or group.
Contact the support team to action this [email protected]