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User Profiles

Each employee using roomMaster — front-desk clerks, supervisors, sales staff, night auditors — needs a user profile. A profile contains information such as access privileges, security level and passwords.

Click on Setup > User Profiles to access user configurations. On the User Profile screen, each users Initials, User Name, Position, date of Last Login, Accounting Security Level, and Menu Class are displayed. If the date of Last Login appears in red, the user has not signed in in the past 60 days. This allows you to easily see dormant users who may need to be removed.

It is very important each user has the proper Accounting Level and Menu Class. A user with Clerk for their level but All Access for the Menu Class can do just about everything a user set as a Manager can. It cannot be stressed enough how important it is to have proper security set in roomMaster for your properties protection. See Menu Profiles for information on setting up Menu Classes.

Disabling User Profiles (Resignation/Termination)​

The best practice for this would be disabling a user profile followed by complete deletion between 6-12 months after employee is no longer active in the system. This ensures you will maintain the employee name on reporting, change journal and history folios instead of only the initials. Deleting a user profile will not affect reporting, other than the full name being displayed as Unknown since the user profile no longer exists. You would still see the user initials which were associated with the user profile. For example, the change journal displays the user's full name. Once a user profile is deleted, you would see the initials and unknown. A user profile which has been manually disabled would not be reactivated during the Dayend Close process. The system is designed to only reactivate a profile which was disabled due to too many failed login attempts.

The User Profiles form consist of the following topics:

General Information​

Sign-In Information​

Initials - Initials are a user's logon ID — one, two or three initials can be used. Each set of initials must be unique. This is a required field.

Last Sign In -This field displays the last date the user logged onto roomMaster. This is a reference-only field and cannot be changed in User Setup.

Password - Passwords are used when Password is checked in System Defaults. There can be no more than ten characters in the password, and it is not case-sensitive. Passwords are masked so nobody can see what is being typed. If the password is forgotten, a supervisor must change it. If Level 2 Security is checked in System Defaults, the password must be more than six characters and contain letters and numbers.

Password Changed - For PCI Compliance, users passwords must be changed every 90 days. The previous four passwords for the user are logged and cannot be used as a "new" password. A Password Change Required prompt box will appear when the user needs to change their password.

Full Name - The full name of a user must be in his/her profile. The first letter of each word entered in the Full Name field is automatically capitalized. This is a required field.

Position - Enter the user's title ("Front Desk Manager", "Guest Services", etc.) in this field. The Position field, like the Full Name field, can be placed in confirmation letters so the user's name and position will print on the letter.

Sign-In Options​

There are a variety of options that can be set for each user profile:

Profile Disabled - Check this option if you need to disable a User Profile and thus prevent the user from signing into roomMaster. This is useful if you do not want to delete the profile, like for seasonal employees.

Note: Managers and Supervisors cannot disable their own profile. They can disable and enable other Manager and Supervisor profiles.

Remove from Internal Mail Distribution List - Depending on how your property uses the internal mail distribution, check this box for any user that should not receive an internal email for all users. That might be an outside bookkeeper or IT professional, someone not involved in the day to day operations of the property. Click here for more information on Mail and Messages and creating Distribution lists.

Access​

Accounting Security Level​

Security determines what accounting functions each user can perform. roomMaster's account codes can be configured to limit users with certain security levels from accessing particular accounts.

Clerk - A clerk can use the normal functions of roomMaster.

Auditor - In addition to regular functions, an auditor can run the nightly audit, change the audit date, and start and stop roomMaster.

Supervisor - Includes all the functions of a Clerk and Night Auditor. Supervisors can be given access to configuring roomMaster.

Manager - There must be at least one Manager Level User Profile for roomMaster to work properly. roomMaster will not continue without a Manager profile established. Managers can create and edit user profiles, including changing passwords and also have the ability to stop supervisors from accessing setup functions. See Security for more information. The Owner, General Manager, and/or Manager responsible for configuring and maintaining roomMaster should be set at the Manager level.

Menu Classes are configured in Menu Profiles and allow you to limit access to certain functions throughout roomMaster. If an option/function has been disabled in the Menu class assigned to the user, the function will be grayed out and the user will not be able to mouse click the option or use any of the associated keyboard shortcuts to access the function. Setting the Menu Class to All Access for any Clerk, Auditor, or Supervisor user will allow full access to the configuration menu in roomMaster. It is highly recommended to assign an appropriate menu class to all non-manager users.

tip

Only users set as Managers or Supervisors can add or void transactions from a folio that has been moved to Guest History. If you want a user to have access to posting transactions in Guest History, set them as a Supervisor or Manager and then give them a Menu Class that restricts them from functions do not want them to have access to.

Special Permissions​

Each user profile can be configured with different permissions by checking the box next to each permission.

Can do voids - User has the ability to void posted transactions

Can void previous day's items- If the user can void, they can void an item posted on any day, including days prior to today.

Can use Quick Reports - User has the ability to write and display a report from browse screens.

Change iQ-Schedule Events - User has the ability to change events in iQ-Schedule.

Disable Override Rate/Upgrades - User cannot override rates on reservations and folio properties.

Disable Discounting - User cannot enter a discount on a reservation and folio properties.

Disable Ignore Yielding - User can ignore Yield Management rate changes on a reservation or guest properties, via More Options > Rate Changes/Yielding Options.

Disable Checkout/Hold Option - User cannot select to Checkout/Hold (red suit-case) a folio. A Checkout/Hold folio is a folio being able to be checked out even though there is still an open balance on it. This is usually used to checkout 'skips' until management makes a decision what to do with the balance.

Assign Rooms During Reservation​

Reservations assigned to a particular room, otherwise known as room blockings, may or may not be changed, depending on the user's Assign Rooms setting. Usually, you might not want someone else to remove a blocked room that you blocked and assign it to another reservation.

No access - User cannot change any room assignments.

Owner only access - User can only change room assignments in reservations created by that user.

All access - User can change room assignments for any reservation.

Report Access​

Each user profile can be configured with access to different categories for printing reports. Clear the checkbox by any of the report categories that you do not want the user to access. You may also prevent a user from creating PDFs of reports by checking the Disable Ability to PDF Reports option.

Personal​

The Personal tab can hold address, phone, and important dates for the user.

Notes​

The Notes tab is useful for keeping any management notes about the user -- these are only accessible to those who have permission to setup User Profiles.

Disabled User Profiles - Failed Sign on Attempts​

With the PCI/Use Level 2 Security option checked, six consecutive failed sign on attempts will automatically disable a users profile. A disabled profile can be reactivated manually by a Manager or Supervisor signing in and going to Setup > User Profiles, selecting the disabled user, and unchecking the Profile Disabled option. Also, profiles disabled due to too many failed sign on attempts are reactivated automatically during the Dayend Close PreCheck process.