In this article we review how to create, view, edit user groups, and reset a user's password. This can be found under the Users tab.
How to manage user rights
To manage users and user rights sign into WebAdmin.
Access users and user groups via the navigation bar on the left.
Creating and editing users
- In the navigation bar on the left select Users. This will open the Search page where you can search for an existing user or add a new user.
- To add a user select
The New User dialog displays revealing the fields you can fill in with details about the new user.
Add/Edit User dialog: available fields
User ID |
The login name of the user. We recommend creating a user either similar to the PMS User ID or to use the Hotel ID in front of the User ID: e.g. Hotel01-UserCode |
Employee ID (Optional for B2B Sales users only) |
For B2B Sales users select the employee ID from the drop-down. Linking the employee is only required if you are working with B2B Sales. |
Hotel ID | Choose the ID of the hotel where the user is located. For headquarters users select the headquarter entry. |
First Name | First name of the user. If there is a middle name or initial you can also add it here. |
Last Name | Last name of the user. Make sure that the name you enter is spelled correctly. |
Position | Free-entry field for detailed job description of the employee, i.e. Front Office Manager, Manager Accounts Receivables, etc. |
Title | Add if required |
Phone | Add if required |
Phone 2 | Add if required |
Fax | Add if required |
It is highly recommended to make the Email field mandatory. If the Email address is provided here a random password can be created and automated sending is possible. | |
Remarks | Enter any additional remarks pertaining to this user. |
Read only checkbox | Selected: Users cannot change their personal data or password. Cleared: Users can use the Avatar menu from the app to view and change their data and password. |
Service User Account checkbox | Selected: The user is only allowed to access background applications and cannot sign into any of the NXG CRM apps. |
User Rights - assigning and removing rights
User rights are organized in user groups. A user can belong to more than one user group. When you assign a user to a user group that user is granted all the rights that this user group has. Removing a user group from a selected user also means that the rights assigned to this group are removed.
Assigning User Rights
- In the user overview select the required user.
The Edit User dialog displays. - Select the option Assign User Group.
- Select the Assign to Group drop-down and choose the user group(s) this user requires.
Note: The available user groups are sorted by application, i.e. Guest Campaign, Guest Experience manager, Decision Maker, Analyzer, Web Admin, etc.
Note: User rights for B2B Sales Users or Sales Reps are handled separately and are not shown in the drop-down list mentioned above.
- You can assign as many user groups as you like.
- Select the Assign Groups option to save your assignment.
After assigning the user groups you can view the group assignments via the Member of option. The User Rights option provides a detailed overview of assigned groups and their respective rights.
Removing User Rights
When you assign a user to a user group the user is granted all the rights that this user group has. Removing a user group from a selected user also means that the rights assigned to this group are removed.
- In the user overview, select the required user.
The Edit User dialog displays. - Select the Member of option to display a list of user groups the user is assigned to.
- Click the Unassign column for the user group you wish to unassign the user from.
- Select OK for the confirmation message.
Creating / Changing Passwords
You can create and change passwords for users. If the Email field has been provided in the User Details you can generate a random password and have the system send the password to the user's email address. If you do not have an email address you need to enter a password manually and give it to the user.
- In the user overview select the required user.
The Edit User dialog displays. - Select the Change Password option.
- If the Email address field is empty you need to set the password manually and inform the user.
- If the Email address has been provided in the User Details, you can generate a random password and have the system send the password to the user's email address.
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