This is where you manage your users and the permissions granted to them.
Adding a user
Users on Benson are identified by their email address so you add a user starting with their address. If they are new to Benson they will get an email with a link to activate (to check the validity of their address). After entering their name you can set up their rights of access (see below for definitions). Their email address does not appear on any client communication so generic addresses (yahoo, gmail etc) are fine to use.
Deleting a user
To delete a user (if say an employee leaves the property’s employment) simple click delete.
Changing a user
You can change a user’s name and permissions but not their email address. If they loose access to their email account we recommend you delete them and add them again using a new email address. They can still use Benson on the old address, up to the point of needing to retrieve a lost password.
Multi-property users
Users need to be added to each property they need access to. Benson will automatically pick up that the user is already registered to another property so they will not need to activate their account each time.
Security Permissions in Detail
- Property – three tiers – no access, read only or full control. This right allows users to have access over critical Property settings.
- Users – three tiers – no access, read only or full control. This will allow users to create, delete and edit other users on the system.
- Set up – three tiers – no access, read only or full control. This gives a user access to all setup areas of the system, such as Rate Types, Room Types and so forth.
- Blocked Rooms – three tiers – no access, read only or full control. This allows users to block and unblock Rooms.
- Rates – three tiers – no access, read only or full control. This critical right will allow a user to setup Rate amounts on the Rates page. It will also give them access to the other controls on the Rate page.
- Clients – this has multiple levels of access broken down as the following:
- Clients – Create new Clients – two tiers, no access or full control. This allows users to create new Clients for your Property.
- Clients – Delete Clients – two tiers, no access or full control. This allows users to delete any unused Clients from your Property.
- Clients – Client Details – two tiers, read only or full control. This allows users to edit the basic details of your Clients, such as their name and address.
- Clients – Open or Close Client Accounts – two tiers, no access or full control. This allows users open or close Accounts for a Client. This will greatly affect which Clients are able to check-out without settling their Invoices.
- Clients – Client Charges, Payments and Invoices- two tiers, read only or full control. This will give users the ability to create new Invoices from a Client. It will also allow them to allocate Payments and Charges to Invoices found in the Client section.
- Clients – Client Discounts and Refunds- two tiers, read only or full control. This will allow a user to add Discounts and Refunds to any Invoices found in the Client section.
- Clients – Reverse Client Charges – two tiers, no access or full control. This allows a user to reverse any Accrued Charges found on an Invoice in the Client section.
- Clients – Client Notes – two tiers, read only or full control. This will allow a user to add, edit and create Notes that are specific to a particular Client.
- Clients – Client Consultants- two tiers, read only or full control. A user will be able to add, delete and edit any Consultants for a particular Client.
- Clients – Client Exclusive Rate Types- two tiers, read only or full control. This important right allows a user to allocate Restricted Rate Types to Clients. These Rate Types will be available for a client during the Create Reservation process.
- Clients – Client Originating Agents- two tiers, read only or full control. This allows users to assign and remove Originating Agents to a Client.
- Clients – Reopen a Client Invoice – two tiers, read only or full control. This gives a user the ability to Reopen an Invoice from within the Client section. The user will first need to have access to Client Charges, Payments and Invoices before they may have this right.
- Back Office – two tiers, no access or full control. This permission gives users the ability to view and print all Reports.
- Reservations – this has multiple levels of access broken down as follows:
- Reservations – Create Reservations – two tiers, no access or full control. This right allows users to Create new Reservations from within Benson.
- Reservations – Update Reservations – two tiers, no access or full control. With this right, a user will be able to edit the dates, Client, Guests, Rooms, Room Types, and so forth, of a Reservation once it has been created.
- Reservations – Charges, Payments and Invoices- two tiers, read only or full control. This gives a user the right to add Charges and Payments to a Reservation. They will also be allowed to create, delete and manage any Invoices within a Reservation.
- Reservations – Discounts & Refunds – two tiers, read only or full control. This gives a user the right to add Discounts and Refunds to an Invoice within a Reservation.
- Reservations – Reverse Charges – two tiers, no access or full control. This gives a user the ability to Reverse a Charge once it has been Accrued.
- Reservations – Check ins & Check outs – two tiers, no access or full control. This will allow a user to check-in and check-out Rooms.
- Reservations – Cancel Reservations – two tiers, no access or full control. This allows a user to Cancel any future Reservation.
- Reservations – Notes – two tiers, read only or full control. This right gives the user the ability to add, edit and delete Notes that are specific to a Reservation.
- Reservations – Update Closed Invoices – two tiers, no access or full control. This security permission will allow a user to change the Client Account on an Invoice once it has been Closed. They will need to have the Charges, Payments and Invoice right before they may have this one.
- Reservations – Override Blocked Rooms – two tiers, no access or full control. This will give a user the ability to create a Reservation using Rooms that have been “soft” blocked.
- Reservations – Free Upgrades – two tiers, no access or full control. This gives a user the right to change the Room Types and Rate Type of a Reservation without having any implications on the Accommodation Charges.
- Reservations – Date Change Flexibility – two tiers, no access or full control. This allows a user to bypass certain day and stay length restrictions imposed by a Reservation’s Rate Type and Rates when editing dates.
- Reservations – Amend Accommodation Charges – two tiers, no access or full control. This important right will allow users to change the Accommodation Charges on a Reservation. They will be able to have this right so long as they can also Update Reservations.
- Reservations – Reopen an Invoice – two tiers, no access or full control. This right will allow a user to Reopen an Invoice on the same day it was Closed. They will need to have access to Charges, Payments and Invoices to have this right.