Visual Matrix Security Overview
Security is at the core of everything we do at Visual Matrix. From protecting guest data to preventing fraud, keeping your PMS secure requires a partnership between our technology safeguards and your property’s daily practices.
Every hotel faces the same challenge: attackers often look for the easiest way in. Weak passwords, unused accounts, or a misplaced click on a phishing email can open the door. By following the right practices and enabling built-in safeguards, you can create multiple layers of defense that protect your property, your staff, and your guests.
Why Security Matters in Hospitality
Hospitality systems are prime targets because they store valuable information and process financial transactions daily. The most common threats include:
- Phishing and social engineering — tricking staff into giving away logins or remote access.
- Stolen credentials — using a password from one system to access another.
- Unauthorized refunds — attackers exploiting user permissions to move money out of the property.
- Remote access abuse — logging in from outside the hotel network without proper controls.
These attacks don’t just risk financial loss. They can damage guest trust, affect compliance, and disrupt daily operations.
Four Pillars of Security in Visual Matrix
We’ve organized our security guidance into four areas. Each has its own detailed article to help you take the right actions at your property:
1. Core Security Best Practices
Simple, everyday habits that every employee should follow. Strong passwords, regular changes, no shared accounts, and phishing awareness form the base of your defense.
👉 Read more: Core Security Best Practices
2. Enhanced PMS Safeguards
Configuration settings inside Visual Matrix that strengthen protection. From Multi-Factor Authentication (MFA) to refund controls, IP restrictions, and account audits, these are the tools that make your PMS more resilient.
👉 Read more: Enhanced PMS Safeguards
3. Working with Visual Matrix Support Safely
Support scams are one of the fastest-growing threats. Learn how to recognize legitimate technician contact, the only remote connection tools we use, and how to verify anyone claiming to be from Visual Matrix.
👉 Read more: Working with Visual Matrix Support Safely
4. Responding to a Security Incident
Even with the best defenses, incidents can happen. This checklist walks you through what to do immediately — from police reports and IT scans to log reviews and notifying your insurance or brand.
👉 Read more: Responding to a Security Incident
How to Use This Guide
Think of this overview as your security roadmap.
Employees should start with the Core Best Practices to understand the daily steps expected of them.
Managers should go further by reviewing the Enhanced PMS Safeguards and Incident Response checklist.
Everyone should know how to identify legitimate Visual Matrix support interactions to avoid scams.
Security isn’t a one-time setup. It’s an ongoing process of awareness, review, and action. Returning to these articles regularly — and ensuring new employees are trained on them — will keep your property safer over time.
Still need help with this topic?
Ask Yourself:
- Have I reviewed the Core Security Best Practices with my staff?
- Do I know if Multi-Factor Authentication is enabled at my property?
- Have I checked whether all users have appropriate roles (not everyone as Supervisor)?
- Do I understand how Visual Matrix technicians will connect to my system?
- Do I know who to contact first if I suspect unauthorized access?
Support May Ask You:
- Which area of security are you asking about (Best Practices, Safeguards, Support Access, or Incident Response)?
- Have you already enabled MFA, and do all users have valid email addresses entered in their profiles?
- What roles and permissions are currently assigned to your users?
- Do you see any suspicious or unknown IP addresses in your Manage IP Security settings?
- Have you noticed any unusual login attempts in the Security Log Report?
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