User Management User Guide

1. Overview of User Management

The user’s section allows you to add as many users as needed, with no additional charge for extra users. You can assign users as standard or administrative users. To create a new user, click “Add User,” or click on an existing user’s name to edit their settings.

2. Primary Settings for Users

In the primary settings, you can update user details. The following fields are available:

• Username: Enter the username for login. This must be unique and contain at least one letter.
• Password: Enter the user’s password.
• Full Name: Used for emails sent through the system.
• Notes: You can add notes about the user here.
• System Language: Set to English by default, but you can select another template or a custom template.
• Time Zone: Set the user’s time zone to ensure the calendar switches correctly to the next day.
• Theme: Choose the system’s look and feel. The recommended theme is V2 Updated.
• Two Factor Authentication: Select between sending a code to email or using an authenticator app for login security.
• Admin or Standard User: Choose whether the user is an admin (can change all user settings) or a standard user (can only change their own settings).

If you are an existing user, you can change your password by going to the settings tab and entering a new password in the password field.

3. User Permissions

In the User Permissions section, select which sections of the software the user can view and edit:

• Check the box next to each section to allow the user to view it.
• Check the box next to each section to allow the user to edit it.
• You can also change the order of sections within the primary tabs.
• If you want a divider bar between sections, check the box for “Divider.” A bar will appear below the section where the divider is checked.

The sections you can set permissions for include:

• Reservation Manager
• Reports
• Website Tab
• Properties Tab
• Settings Tab

Additionally, you can enable advanced features by selecting the “Enable Additional Features” button and choosing specific features for the user.

4. Advanced Features

The following advanced features can be enabled for users:

• • Book by Type: Allows you to select the number of units of a particular type for reservations.
  • Search by Room Number: View only the room(s) you search for on the calendar.
  • Map View: A clickable map for making reservations based on location.
  • Filter by Amenity: Filter units by selected amenities under the advanced settings.
  • Dirty/Clean Room Status: Toggle an icon to show whether a room is clean or dirty.
  • Auto-Capitalize: Automatically capitalize the first letter of guest names in contact details.
  • Set Number of Guests Day by Day: Adjust the number of guests per day of the reservation.

Reservation Details Restrictions: Hide certain sections like history, reminders, or credit card details in the reservation details screen.

5. More Permissions

In the “More Permissions” section, you can set the following options:

• • • Reservation Access: Limit access to reservations and guests created by this user.
    • Delete Restrictions: Prevent the user from deleting reservations or changing rates.
    • Activity Window: Prevent access to the daily activity window for the user.
    • Header Links: Set which links should appear in the header, such as Search, Reminders, New Reservations, etc.
    • Footer Links: Set which links should appear in the footer, such as iCal Links, Expenses, Export Calendar, etc.

Reservation Status Limits: Control which reservation status options the user can access. If none are selected, the user can access all status options.

6. Property Access

In the Property Access section, you can limit users to specific properties and rooms/units that they may access. This is useful for property managers who want to restrict property owners to viewing and managing only their own units. If no units are selected, all units will be available and visible to the user.

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• Can I add additional users to my account? Can I set permissions on additional users?
• I never use several of the side tabs. Can I hide the unused tabs?
• How do I change the screen that first appears when I click one of the top tabs?
• How can I group the side tabs?
• What are the differences between an admin user and a standard user?
• Is it possible to limit addtional user’s access to certain units/rooms?

Can I add additional users to my account? Can I set permissions on additional users?

It is possible to add as many additional users as needed. For each user you can set whether the user is an admin user or a standard user.

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I never use several of the side tabs. Can I hide the unused tabs?

To hide a section, unchecked the view box next to the section name. You can hide as many sections as you want.

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How do I change the screen that first appears when I click one of the top tabs?

Sent the display order of the screen you first want to see upon clicking a primary tab to one. The first screen in your display order settings will be the screen that appears when the primary tab is first opened.

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How can I group the side tabs?

To use divider lines to help with grouping the side tab sections. The divider line will appear under the section for which it is enabled.

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What are the differences between an admin user and a standard user?

Admin users have complete control over their account and may add additional users. Standard users may not add additional users and do not have as much control over their account. For example, if the administrative user set up the standard users account not to show certain sections, the standard user may not re-enable those sections.

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Is it possible to limit addtional user’s access to certain units/rooms?

Yes. You can select which units will be visible to additional system users. This setting is found under User Settings. This is a useful feature for people that manage a lot of properties, and want to give property owners access just to certain units.

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