You can have multiple users within your account, defined either as Staff, Housekeepers, Owners (agency only) and Suppliers (agency only).
When you create your first staff member, you can set their login credentials and the type of user you want them to be.
There is no restriction to the number of users you can have on your account. As you create your user, enter their name, their initials (this displays on the booking as a record), their username and password (to login) and set the user type.
- Staff: Administrator. An administrator can access all areas of the system. Administrators can view the financial reports as well as make changes to any of the settings. Only an administrator can view the staff member access page.
- Staff: Standard User. A standard user can make bookings, amend bookings and print off data such as the arrivals report. However a standard user cannot view any settings, any financial reports, or see the user settings.
What does ‘booking rules’ mean?
If you tick booking rules next to a specific staff member, regardless of their type, this means that when they make a booking, they will have to follow the same rules as an online customer i.e. they can’t break the rules! So for example while you may have back-office allowances for someone to stay an extra night that may not be displayed on your website, a staff member who has booking rules ticked against their name would have to book specifically what is displayed to the customer. Just something to bear in mind.
For every user you can add their contact details. This is handy for when you need to print out a .CSV of everyone’s addresses to send them a letter, or Christmas card!
Writing notes against the user is handy, sometimes!
Even though there is a user type for restricting the user access, you might need a halfway house. You can make someone an administrator, but still remove access to the financials, for example,
If you are an account where you have multiple sites, you’ll need to define which site your user is allowed to access. If a staff member needs to view more than one site, we will need to flag them up as a super user (see end of article).
HOUSEKEEPERS AND OWNERS
You can use all the same settings as above, but in addition you can place in their bank details as a handy point of reference and assign more than one unit (property) to the housekeeper and/or owner to aid with reporting and/or give them access to your account.
Logging in as a Housekeeper
They will only be able to view the availability chart in a read-only format and generate a housekeeping report
Logging in as an Owner
If you give access to an owner, they will see a read-only view of the availability chart and the bookings list of any units assigned to them.
You can decide how much booking information you’d like to give them by going back to the user settings and ticking the various elements you would like them to view. This includes any reports.
Super User (only Anytime Booking team members can create Super Users)
A super user can access all areas of the system across more than one site (e.g. if you have more than one holiday park). They can also decide on which sites administrators can view the financials or hide settings from specific users.
Suppliers do not currently have access to your account. But you can set up a supplier here if you intend to reference said supplier in any recorded expenses within the agency module.