Users

Managing user logins

One of the first setup steps is to provide system access to team members. To manage logins for team members:

Navigate to Account → Users.

User Login Management

We recommend you create separate logins for each team member as this provides:

• The ability to limit access to sensitive information i.e. instructor pay to your HR team.

• The ability to limit access to advanced or managerial system functionality only to those who are qualified to use it.

• The ability to track changes made to bookings and payments to the user who made them.

• The ability to create tasks for specific users to complete.

• The ability to remove access for a specific user when they leave the team, without needing other users to update their password settings.

User Role Management

Setting roles grants users permission to access / change different areas of the system.

Each team member should be granted the minimal set of user Roles that are required for them to fulfil their duties.

Role	Permission
Manage Bookings	User can create, edit or cancel existing bookings.
Manage Stock/Allotments/Stop Sell	User can create, edit or delete existing agent allotments. Set and edit stop sells (prevent a product being sold over certain dates), and manage channel manager stock.
Manage Booking Channels	User can grant, remove or edit agent access and commissions and portal site listings.
Manage Rates	User can create new and edit or delete existing rates or price adjustments.
Manage Products	User can create new products, edit or make existing products inactive, edit vendor settings and edit rich messages (advanced use only).
Manage Pay & Timesheets	User can access and make changes to instructor pay and timesheets.
Custom ID Mandatory on Purchases as Agent	Checking this box will require the user to enter a Custom ID when making bookings of any 3rd party product. (Can remain unchecked for Snow School use.)
Merge Guest Admin	User can use the Merge Guest function (advanced use only).
Bulk Invoice Admin	User can use Bulk Invoice/Payment function.
Website Configuration Admin	User can setup and edit Website Configurations (booking engine).
Currency Exchange Rate Admin	User can set exchange rates used on website booking engine.
Edit Payments	Once payments have been recorded they can only be edited by users with this permission (users must also have Manage Bookings permission to access the invoices).
Bring Into Package Admin	User can use Bring into Package function.
Bulk Schedule	User can access Bulk Add to Schedule functionality.
Schedule+ User	User can access the Schedule+ page for allocating lessons and rostering activities.
Schedule+ Viewer	User can view the Schedule+ page.
Check-in User	User can access the on-mountain lesson check in function.
Messenger	User can access the instructor messenger function, with ability to contact some/all instructors via the instructor portal.
Instructor Availability User	User can make changes to the Instructor Availability page.
Manage Sales Desks	User can setup/change sales desks.
Schedule List Admin	User can Bulk Edit activities and set completion on Schedule List.
Price Components Admin	User can setup and edit Price Components (manage price breakouts for tax, etc).
Edit Gross Price Role	User can Edit Gross price of a booking (role in addition to Manage Bookings).
Edit Sell Price Role	User can Edit Sell price on booking (role in addition to Manage Bookings).

Additional notes about access

• Only users with Manage Pay & Timesheets permission can view wage and payment information.

• Only users with Schedule+ User/Viewer permission can edit/view Schedule+.

• All users can view all other areas other than wage and payment information mentioned above; however, only users with appropriate permission can create, edit or delete information.

• All users are able to see the name, email address, telephone number and permissions of other users.

• Users can edit their own name, email address, telephone number and password.

Super Administrator

When a new RoomBoss account is created, you begin with a single user login that has access to all RoomBoss roles in the account. This is the Super Administrator user.

The following actions can only be done by a Super Administrator:

• View log in count, last log in and account creation date.

• Add, edit users or change permissions.

• Manually update user passwords.