Prerequisites
You will need to have the following details active in order to set up user accounts:
Administrative access to RMS.
Appropriate system permissions for user management.
The email addresses for the new users.
Add a new user
To add a new user, follow the steps below:
Go to Users in the Administration menu on the left navigation.
Click New.
Fill in the details of the user:
Select Companies from the dropdown.
Enter name.
Enter surname.
Enter email.
Enter a language for the system:
English.
Spanish.
German.
Select a time zone from the dropdown, generally the user's local time zone.
Select an appropriate role:
Click User for a standard hotel-level user role.
Click Admin User for admin-level, corporate user or primary user at a property.
Permissions: For each menu item select:
R – Read Only.
R&W – Read and Write.
If neither R nor R&W are selected, the menu item will not display for this user.
Select the hotel or hotels for this user to access.
Active: Enable the toggle.
Out of order: Leave off.
Click Submit to save.
The new user will receive a welcome email containing their credentials, including a temporary password.
📌 Note: If a user reports issues logging in for the first time, advise them to type the password from the welcome email instead of copying and pasting.
Find users
Follow the steps below to search for and locate user accounts using various filter criteria:
Go to Users in the Administration menu on the left navigation.
Click Filter to search by any or all of the following criteria:
Name.
Surname.
Email.
Hotel.
Company.
Days to expire.
Toggle (turn on to disable pagination, turn off to display pagination as normal)
Click Filter to continue or Close to cancel.
Select the user from the list returned or search again.
Once you locate the user, you can perform the following actions:
View - Display user details.
Edit - Modify user settings.
Remove - Delete the user account.
Reactivate a user
Follow the steps below to restore access for inactive user accounts by changing their status to active:
Go to Users in the Administration menu on the left navigation.
Click Filter to search by any or all of the following criteria:
Name.
Surname.
Email.
Hotel.
Company.
Days to expire.
Toggle (turn on to disable pagination, turn off to display pagination as normal)
Click Filter to continue or Close to cancel.
Locate the user from the list returned or search again.
Find the inactive user (users display as active or inactive for convenience)
Choose Edit.
Scroll to the Security section and turn on the active toggle to re-enable the user.
Click Submit.
The user should now be able to log into the RMS. If they do not have their password, they can request a new password from the forgot password link on the RMS login screen.
📌Note: The RMS does not have an automated password reset process from within the application. If users are unable to reset their password, an admin will need to delete and re-add the user.
Delete a user
To remove a user account permanently from the system follow the steps below:
Go to Users in the Administration menu.
Click Filter to search by any or all of the following criteria:
Name.
Surname.
Email.
Hotel.
Company.
Days to expire.
Toggle (turn on to disable pagination, turn off to display pagination as normal)
Click Filter to continue or Close to cancel.
Locate the user from the list returned or search again.
Find the user you want to delete.
Click the red X
button to delete the user.
Troubleshooting
Below outlines the most common troubleshooting issues:
New user not receiving welcome email?
Check that the email address was entered correctly and ask the user to check their spam folder.
User can't log in after creation?
Advise them to type the password manually from the welcome email rather than copying and pasting.
Can't find specific user?
Use the Filter function with multiple search criteria to locate users more effectively.
User permissions not working correctly?
Review the permission settings (R for Read Only, R&W for Read and Write) and ensure the correct role is assigned.
Frequently asked questions
Below outlines the most common frequently asked questions:
What's the difference between user and admin user roles?
User is for standard hotel-level access, while Admin User provides administrative privileges for corporate users or primary property contacts.
Can I give users access to multiple properties?
Yes, select multiple hotels when creating or editing a user account to provide access across properties.
What happens if I don't set permissions for a menu item?
If neither R nor R&W is selected for a menu item, that section won't display for the user.
How do users reset their passwords?
Users can use the Forgot Password link on the login screen. If this doesn't work, administrators need to delete and re-add the user.
Can users personalize their own alert settings?
Yes, leave the Alerts section blank during user creation. Users can configure their own alert preferences after logging in.