creating user groups

To create user groups:

Select Administration > Security > User Groups.
On the List View tab, click New Record. The Record View tab is displayed.
Specify this information:
User Group

Enter a unique code identifying the user group, and then enter a brief description of the user group in the adjacent field.

Copy From

Enter, from the list of previously defined groups, the ID of the group from which to copy menus, permissions, and status authorizations to the user group.
Note: For user groups that need extensive system privileges, enter the R5 user group, and then turn off the unnecessary permissions.
If you do not enter a user group, the system automatically copies menus, permissions, and status authorizations from the R5 user group.

Session Timeout (minutes)

Enter the amount of time in minutes in which the system will timeout.
Note: The authentication provider must support the re-authentication feature for the user to re-authenticate the session that expires after 8 hours.

Restrict Posting to Checked Out Folios

If this check box is selected, you cannot post transactions to a folio if the guest checked out prior to the current hotel date.

Hide Confidential Rates

Select this check box when the user is not allowed to see the rate fields on Guest Stay and Check In screens when the Confidential Rate check box is checked for the reservation. The user can see the rate fields in the Stay Wizard and Rate Details screens.

Allow Add/Print Coupon

If this checkbox is selected, the users of the specified user group are allowed to add coupons and print for the transaction screens.

Include Restricted Products

Select to enable or disable restricted products access in the call center for the user group.

Product Detail

Select to enable or disable product details access in the call center for the user group.

View Availability

Select to enable or disable view availability access in the call center for the user group.

Waitlist Module

Select to enable or disable permissions to waitlist access in the call center for the user group.

Manage Rates Daily
Select this to control the ability to set rate plans that must be managed with seasons on a daily basis and not for a larger time span. This permits the system to manage these rates more efficiently.
Note:

By default, this field is set to Disabled.

Setting this option to Enabled allows the user to change the internal update mode for a rate plan. Therefore special permission is needed.
Blacklist Override

Select to enable or disable permissions to override blacklist access in the call center for the user group.

Leadtime Policy Override

Select to enable or disable lead time policy override access in the call center for the user group.

Auto Transfer Rules

Select the check box to allow the user to create auto transfer rules.

Rate Override

Select to enable or disable rate override access in the call center for the user group.

Group Block Override

Select to enable or disable a group block override.

Permit Group Block to Exceed Availability

Select to enable or disable permissions for the group block to exceed availability.

Group Billing

Select to enable or disable group billing access in the call center for the user group.
Click Save.

Setting up menus for user groups

Set up menus on the Menus page of the User Groups form. Creating a menu structure for user groups is critical to database security and data integrity. The menu structure is displayed in a tree structure that extends to four levels—one Main Menu level, two Sub-Menu levels, and one Screen level. The Main Menu level may contain up to seven items. The Sub-Menu level may contain up to 50 items, and the items may be a mix of folders and screens. Finally, the Screen level may contain up to 50 items, but the items must be screens.

To set up menus for user groups:

Select Administration > Security > User Groups.
On the List View tab, doubleclick the user group record to work with, and then click the Menus tab. The Menus tab is displayed.
View the tree structure, and then click the plus sign (+) beside the menu and/or sub-menu you wish to view. The system expands the menu and/or sub-menu and then displays the folders and screens that reside at various levels below the main menu and/or sub-menu.

Note: Click the minus sign (-) to collapse the menu.
Specify this information:

Available Screens

From the right panel of the form, select the screen to add to the menu structure.
Drag and drop the screen name into the desired menu structure location on the tree structure.
The system checks the number of screens applied to the menu structure. If less than 30 screens exist, the system adds the screen to the tree structure and expands to illustrate the level of the screen as necessary.
The system also inserts the screen into the Screen Permissions table and the Tab Permissions table as necessary.

Note: If you drop a screen into a sub-menu folder, the system adds the screen as the last child of the sub-menu folder. If you drop a screen to another screen, the system adds the screen directly below the existing screen.
You may also drag and drop main menu folders, sub-menu folders, and screens within the tree structure. You cannot make a higher-level item subordinate to a lower-level item, i.e., you cannot move a main menu folder to the Screen level.

To delete a menu item, select the menu item to delete, and then click Delete Menu Item. The system deletes the record and updates the tree structure. The system also deletes the screen from the Screen Permissions table and the Tab Permissions table as necessary.

Showing menu items

Show a folder, screen, or tab that is hidden in the tree structure.

To show menu items:

Select Administration > Security > User Groups form.
On the List View tab, select the user group for which to show menu items, and then click the Menus tab. The Menus tab is displayed.
Select the folder, screen, or tab to show, and then click Show Menu Item. The hidden item is displayed.
Click Save.

Hiding menu items

Hide a folder, screen, or tab that is displayed in the tree structure.

To hide menu items:

Select Administration > Security User Groups.
On the List View tab, select the user group for which to hide menu items, and then click the Menus tab. The Menus tab is displayed.
Select the folder, screen, or tab to hide, and then click Hide Menu Item. The system hides the item.
Click Save.

Adding main menu folders

To add main menu folders:

Select Administration > Security User Groups.
On the List View tab, select the user group for which to add main menu folders, and then click the Menus tab. The Menus tab is displayed.
Select the main menu-level menu structure to which to add a folder, and then click Add Main Menu Folder. The system checks to determine if a main menu-level menu structure is selected on the tree structure and displays the Add Main Menu Folder popup.

Note: You cannot add a main-menu folder to the Sub-Menu or Screen level.
Specify this information:

Label

Enter the name of the new folder.
Click Save.

Note: The system adds the main-menu folder directly below the existing main-menu item.

Adding sub-menu folders

To add sub-menu folders:

Select Administration > Security User Groups.
On the List View tab, select the user group for which to add sub-menu folders, and then click the Menus tab. The Menus tab is displayed.
Select the main menu folder or sub-menu folder menu structure to which to add a folder, and then click Add Sub-Menu Folder. The system checks to determine if a main menu folder or sub-menu folder menu structure is selected on the tree structure and displays the Add Sub-Menu Folder popup.

Note: You cannot add a sub-menu folder to the Screen level.
Specify this information:

Label

Enter the name of the new folder.
Click Save.

Note: If you add a sub-menu folder to a main-menu folder, the system adds the sub-menu folder as the last child of the main-menu folder. If you add a sub-menu folder to another sub-menu folder, the system adds the screen directly below the existing sub-menu folder.

Changing label names

Change the label name of any menu item in the tree structure.

To change label names:

Select Administration > Security User Groups.
On the List View tabb, select the user group for which to change label names, and then click the Menus tab. The Menus tab is displayed.
Select the menu item for which to change the label name, and then click Change Label. The Change Label popup is displayed.
Specify this information:

New Label

Enter the new label of the menu item.
Click Save.

Changing screen tab orders

Change screen tab orders to change the order that the tabs appear on the screen.

To change screen tab orders:

Select Administration > Security User Groups.
On the List View tab, select the user group for which to change screen tab orders, and then click the Menus tab. The Menus tab is displayed.
Select the screen for which to change the tab order, and then click Change Tab Order. The Change Tab Order popup is displayed.
Specify this information:

Error Message

The system displays any error messages associated with the tab.
Click Save.

Copying menus

Copy menus from one user group to another user group.

To copy menus:

Select Administration > Security User Groups.
On the List View tab, select the user group to which to copy menus, and then click the Menus tab. The Menus tab is displayed.
Click Copy Menu. The Copy Menu popup is displayed. The system automatically populates To Group with the current user group.
Specify this information:

From Group

Enter the the user group from which to copy the menu.
Click Save. The system saves the record, copies the menu, and copies all Screen Permissions and Tab Permissions.