Create a new VM User (Desktop)

Create a new VM User (Desktop)


This article refers to the Desktop version. For the Cloud version, click HERE.


Creating a new user has 3 steps:
1 - Create the user login, password, and levels
2 - Assign department access privileges to the new user
4 - Setup Employee Texting (optional)

To begin, navigate to Management > Admin > Security



1- Create the User Login

Scroll down the list and use the last empty line.
Enter the required information:
1 - Login: is the Username used to login to VM Cloud.
2 - Password: click twice on the lock and enter the desired password.
Get help to create a secure password: https://www.random.org/passwords/
For security reasons, VM Client Experience has strict rules when it comes to helping a user with a lost password.
3 - First/Last: first and last name of the user/employee.
4 - Department: thee are 10 departments to choose from - Front Office, Reservations, Accounting, Housekeeping, Engineering, Sales and Marketing, Supervisor, Management, Banquet/Catering, Concierge.
5 - Active: to activate and deactivate the user.
6 - Can Exit: this will authorize the user to log out of VM but not close completely the application.
7 - Supervisor: this gives authorization to the user to see credit card numbers and post credits/refunds amounts higher than the max authorized for a non-supervisor (setup in Management > Property Settings > Parameters).
8 - Override Rates: this gives authorization to the user to override rates, in the reservations and in the folios.
9 - FDI: this is for the Best Western employee number. This ID number will be used when an employee enrolls a new BWR Member.



2- Assign Departments Privileges Access

Without any Access Privileges, a user will be able to log in but won't be able to go further than the dashboard.
A user will only access the sections/departments they were given access to.



3- Setup Employee Texting (optional)

This section is to setup employees alerts.
There are 2 types of alerts: those which are sent through the internal messaging and those sent by text.

Alerts sent by internal messaging (1) (click on Info at the top right of any page to access):
- Night Audit Backup Fails: this will send an alert when a backup fails during the audit.
- Credit Card Batch does not settle: this will send an alert when a batch is not settled during the audit.

Alerts sent by text (2):
- Maintenance: will send a text every time a room is back in order.
- Housekeeping: will send a text every time a guest is moved and for every early check outs.
- Management: will send a text every night with Daily reports stats numbers.

Finally, enter the phone number and the carrier (3).




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