How can I add a new Hotel Control Panel user?
To add a new Hotel Control Panel (HCP) user, from within the 'Users' tab in the lefthand menu, click on the 'Hotel Users' tab, and click [Add New Hotel User].
The first step is to create a username for the account.
The username is an integral part of the security of the Meetingmax system. Usernames should be developed with standard consideration given to making them reasonable to remember but not creating the same username for multiple users. Often, sites will create usernames with the user's first initial and last name. In this case, I'm creating an HCP account for somebody named Dan Aykroyd, so I'll set his username as "daykroyd".
Then type in the user's name, any internal notes you wish to add, and their email address.
Don't forget to enable the account in the top right if you want the account to function right away!
Once you select [Save] the page will extend and you will be able to customize the users access.
You can decide what reports the HCP user will have access to. The system defaults to all reports being available to the user. Note there is an icon located beside some of the options that means that report shows up during the rooming list process.
Lastly, select the hotel(s) that you want the user to have access to. Then select if they will have access to all events associated with that hotel, or specific events for that hotel, and how much access they will have from the dropdown menus.
- Full Access: Will allow the hotel user to access the entire Hotel Control Panel including individual reservations. If full access is selected, you will also be able to select whether this user will have access to credit card information (in full) or not. To grant access to the full credit card number, check 'Credit Card Access'.
- Summary Only: Will allow the hotel user access to the information present on the Summary tab only, which includes the inventory information for each event. They will NOT be able to access or process individual reservations.
If you have selected an Unlock date, the system will automatically change that user's access to Full Access on that date (at the time specified). Alternatively, you can manually change their access by using the Privileges column drop down within the table. You can also revoke access after a specified date, by entering a Deletion Date.
Finally, click [Save] to complete the process of setting up the new hotel user. Upon saving, the user is assigned a unique ID number and will be listed among the other Hotel Users.
Every user will then be listed in the main page of the Hotel Users tab. You can easily view username, first/last name, email address and whether they are enabled or not.
Find here PDF's you can download and send to your HCP users to guide them through the logging in process, the system and downloading rooming lists.