As an administrator in RMS, you are responsible for managing user access across your property and ensuring team members have the right level of permissions to do their work effectively.
This guide covers the key tasks you need to carry out to get your team set up and keep the system running smoothly.
Log in for the first time
New users receive a welcome email with their login credentials. Follow the steps below to access the RMS.
Log in using the username and password from your welcome email.
Type your password manually, do not copy and paste from the email, as this can prevent a successful login.
Use the Forgot Password link on the RMS login screen if you need to reset your password.
📌 Note: The RMS does not have an automated password reset process from within the application. If a user cannot reset their password via the Forgot Password link, an administrator will need to delete and re-add their account to restore access.
Create and manage user accounts
User accounts are created in the Administration menu. Each user is assigned a role and permissions that determine what they can see and do in the system.
Go to Users in the Administration menu on the left navigation, then click New.
Select a role: User for standard hotel-level access, or Admin User for admin-level access for corporate users or primary property contacts.
Set permissions for each menu item, R (Read Only) or R&W (Read and Write). If neither is selected, that menu item will not display for the user.
Assign the user to one or more hotels by enabling the Active toggle for each applicable property.
Click Submit to save. The new user will receive a welcome email with their credentials and a temporary password.
To reactivate an inactive user, locate them in the Users list, click Edit, then enable the Active toggle in the Security section and click Submit.
📌 Note: If a new user does not receive their welcome email, check that the email address was entered correctly and ask them to check their spam folder.
Monitor system activity
The RMS reporting tools include several reports to help you track user activity and system changes.
Use the Audit report (Reports → General) to track which users have accessed the RMS and when.
Use the Access report to monitor system activity and RMS user behaviour across the platform.
Use the Change in Activity report to monitor updates made by users across different system parameters, tracking who changed what and when.
Use the Override Activity report to review rate activity, including user override rates that have not yet been sent.