Running a smart business means sharing administrative tasks with your team. Think of a User Group as a special set of keys for your property. You get to decide exactly which doors your staff members can unlock, giving you complete peace of mind.
Creating specific groups (like for your reception staff or management) ensures each person only uses the tools relevant to their daily tasks, which reduces mistakes and makes your whole team work much more efficiently.
Let's walk through how to quickly set this up together!
Step 1: Open your security settings
First, open your Property Menu and click on 'Users & Security'.
Step 2: Add your new group
Next,
- select the 'Manage Groups' tab
- and click on the 'Add User Group' button.
Step 3: Customize their access
Give your new group a clear, friendly name, like "Management", "Reception", or "Finance".
You will see a list of areas you can share with your team, including your Calendar, Administration Settings, Setup, and WebView. You can pick exactly which areas to share by clicking the individual checkboxes, or you can give your staff full access by clicking 'Select All'.
Some info on what your team can always do:
If you are looking at the list of permissions and wondering about the features you don't see... don't worry! If a specific action isn't listed there to be restricted, it means your staff will automatically be able to do it.
- For example, if you leave the 'Run Reports' box unchecked, the only thing that user won't be able to do is run reports. They will still have full access to do everything else on your Calendar, like making new bookings or changing rates!
We've designed it this way so your team always has access to the everyday tools they need to keep the front desk running smoothly. Common daily tasks, like changing a booking date or checking the Payments & Invoices page, don't have restrictions, ensuring your staff will always be able to hop in and get those essential tasks done.
Step 4: Save your group
Once you have made your choices, click 'Save'.
Your brand-new group will neatly appear in your list, ready for you to link your staff user logins!
A quick guide to access permissions:
If you prefer to grant specific access rather than selecting all, here is a quick outline of what the different permissions will allow your team to do:
| Category | Permission | Permits the user to: |
|---|---|---|
| Calendar | Cancel bookings | cancel booking on the Calendar |
| Cancel rooms | cancel a room that is part of a multi-room booking on the Calendar | |
| Run reports | extract and download reports from the Calendar | |
| Delete extras | delete extras added to a booking | |
| Add payments | add payments to bookings | |
| Administration Settings | Payment settings | access the Payments & Banking settings via the tile on Home or on the Property Menu Note: This is not the same as your Payment & Invoices section. |
| Communication & Notification settings | access the Notifications & Alerts setting via the tile on Home or on the Property Menu | |
| Booking Engine settings | access the Booking Engine settings via the tile on Home or on the Main Menu | |
| Users & Security settings | access the Users & Security section via the tile on Home or on the Property Menu | |
| Setup | Setup Login | access to Setup on the Main Menu |
| WebView | Edit Calendar | access the calendar via the Owners Login to add bookings |
Ready for the next step? You are now able to add a new user and link them to your new group using our quick guide on How to add a NightsBridge user login.