**Creating and Managing User Access and Permissions (Cloud) 🎥
🎥 Watch Video
User accounts in Visual Matrix control who can access the system and what they are allowed to do. Setting up users correctly ensures that each employee has the appropriate level of access for their role while maintaining system security. This includes creating login credentials, assigning departments, and defining access to specific areas of the system. User setup in Visual Matrix is completed on a single screen and includes:
- Creating the user profile (login and basic details)
- Assigning access privileges (what the user can access)
- Configuring contact information for security features like MFA
All changes are made and saved from this same screen.
Path: Management > User Settings > Security
Create the User Profile
The top grid is where you add and define the user’s basic information.
1. Click Add.
2. A new row will appear at the top of the grid. Enter the user’s information in the fields provided:
- Login: Username used to log in.
- Password: Click the lock icon to set a password.
- First/Last Name: Employee name.
- Department: Select the user’s role (Front Office, Housekeeping, Accounting, etc.).
Housekeeping and Maintenance staff should also have user accounts, even if they do not log into the system. Without a user account, rooms cannot be assigned and work orders cannot be created.
- Active: Set to Yes to allow login.
- Can Exit: Not used and does not affect user permissions or access.
- Supervisor: Grants access to sensitive functions, including: Viewing credit card numbers, Posting payment credits, and Posting supervisor-restricted accounting codes.
Assign carefully
- Override Rates: Allows the user to override rates in reservations and folios.
- FDI: Enter a 3-digit employee number
For Best Western properties, this number appears when enrolling a new BWR member.
3. Click Save to create the user before assigning permissions.
You must click Save after creating the user before continuing to permissions or configuration.
Assign Access Privileges
The Access Privileges section controls what areas of the system the user can access.
1. Select only the areas required for the user’s role. Each checkbox represents access to a specific module or function and Users will only see and access the sections selected here.
Management access includes multiple areas of the system:
- User Settings: Access to User Settings and Management Reports
- Setup: Access to Property Settings, Accounting Settings, Rooms, Rates, and Interfaces
2. After assigning permissions, click Save to apply your changes.
Configure Contact Information (Optional but Recommended)
1. In the Configuration section, enter an Email address and/or a Phone number.
At least one of these is required for Multi-Factor Authentication (MFA).
2. Select a Language: Select the PMS language for the user. Available options include English, Spanish, and French. English is selected by default.
3. As usual... click Save to apply your changes.
Notifications (Optional)
The Notifications section allows users to receive system alerts, such as text message notifications.
This setup is optional and covered in a separate article: Enable Notifications for a User.
Save All Changes
Click Save after completing user setup, permissions, and configuration. Changes are not applied until saved.
Important Behavior & Rules
Access Controls Visibility
Users can only see and access the sections assigned to them.
No Access = Limited Use
Users without assigned privileges can log in but will not be able to navigate the system.
Supervisor Permissions
Grants access to sensitive functions such as viewing credit card numbers, posting credits, and restricted accounting actions. Assign only to trusted users.
Security & Access Dependencies
User setup directly impacts other system features:
- Multi-Factor Authentication (MFA): Requires email or phone to receive verification codes
- Remote Login: Required for users accessing the system outside the property network
- Mobile Access: Requires Mobile permission enabled AND Remote Login enabled
Still Need Help With This Topic?
Ask Yourself:
- Was the user saved after creation?
- Were access privileges assigned?
- Does the user have email or phone for MFA?
- Does the user need remote or mobile access?
Support May Ask:
- Screenshot of the user setup screen
- Which areas the user should access
- What the user is unable to see or do
Related Articles
Related Articles
Managing Active and Inactive User Access (Cloud)
User access in Visual Matrix can be controlled by activating or deactivating a user account. Deactivating a user prevents them from logging into the system while keeping their profile and history intact. This is useful when an employee leaves the ...Understanding Supervisor Access and Permissions (Cloud)
Supervisor access in Visual Matrix allows certain users to perform sensitive actions within the system, such as handling financial transactions and viewing restricted information. Because this setting grants elevated permissions, it is important to ...Restricting System Access with IP Security (Cloud)
Access to your Visual Matrix Cloud system can be restricted to specific network locations using IP Security. This feature is enabled by default during onboarding to help protect your property’s data by ensuring that only users connecting from ...Securing User Access with Multi-Factor Authentication (MFA) (Cloud)
Multi-Factor Authentication (MFA) adds an extra layer of protection to your Visual Matrix Cloud system by requiring users to verify their identity using a second method, such as email or phone, in addition to their password. Once enabled, MFA applies ...Enabling Mobile App Access for Users (Cloud)
Users can access Visual Matrix through the mobile application when mobile access is enabled in their user profile. This allows staff to manage tasks such as housekeeping, work orders, and other operational functions directly from a mobile device. ...