Creating user groups

Select Administration > Security > User Groups.

On the List View tab, click New Record.

Specify this information:

User Group
Copy From: Select 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. Enter a unique code identifying the user group, and then enter a brief description of the user group in the adjacent field.
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. Enter the amount of time in minutes in which the system will timeout. You can specify a maximum of 480 minutes.
Session Timeout (minutes): Specify the idle time after which the user is logged out.
Select Payment Device: If this check box is selected, a payment device login pop-up is displayed by the system. You can use this payment device to process payments.

In the Adjustment Details section, specify the following:

Department: Specify the department applicable to the user group.
Maximum Adjustment Amount: Specify the maximum adjustment amount that the user group is authorized to carry out without the need of approval from a supervisor / manager.
Maximum Approval Amount: Specify the maximum approval amount that the user group is able to approve for another user without additional authorization.
Maximum Issuing Points Allowed: Specify the maximum number of points a user group is allowed to issue back to a renter. Default value is 0.
Counter Adjustments Time Limit: Specify the time after the return until which you can modify the rental agreement.

In the Override Details section, specify the information that you require. See additional details about the fields below.

Allow Knowledge Base: If this check box is selected, the Knowledge Search button on the toolbar is enabled. Click the Knowledge Search button to open the Knowledge Search pop-up.
Allow Rate / Fees Override: If this check box is selected, you can override the Rate Plan code, and Vehicle rates within the Estimated Charges block after you select the Override button. You can also override the Cancellation Fee amount in the cancellation pop-up when applicable, and charges/fees on the Charges tab when applicable.
Allow Upsell Floor Override: If this check box is selected, this user group can override the upsell amount at time of rental to be less than the recommended upsell floor amount.
Allow Vehicle Offsell Override: If this check box is selected, you can book or add the vehicle or VAS offsell item to the reservation, without any additional authorizations or errors. Offsell is when the location either has the vehicle or VAS item at the location but do not have any available for the dates selected in the itinerary or the location can obtain the item prior to the renter’s arrival. For example, the location does not carry car seats but can purchase one prior to renter’s arrival. If this check box is clear, you cannot select the vehicle or VAS item that is greyed out / disabled as an offsell.
Allow Waitlist Priority Override: If this check box is selected, you can update the Priority field on the Waitlist pop-up on the Rental screen, without any additional authorizations.
Allow Applicant # / HCC Update: If this check box is selected, you can update the fields without any further authorization. If Loyalty # check box is selected, for the users in this user group, the Applicant # field is also displayed as partially masked along with the Loyalty #.
Allow Void: If the check box is selected, the Void button on the applicable screens is enabled and the user can void a rental record. To void a rental record, click the Void button instead of selecting the Void option from the Status Detail field.
View Confidential Rates: If this check box is selected, users within the user group can view confidential rates that are masked on the Reservation/Rental/Exit Gate screens.
Allow No Show: If the check box is selected, the No Show button on the applicable screens is enabled and the user can set a rental record to No Show status.
Allow Manual Brand Change: If this check box is selected, this user group can manually change the brand name in the Brand field on the Reservation screen.
Unrestricted Reservation Booking: If this check box is selected, you can book new reservations for any location regardless of the locations defined for the user. If this check box is clear, you can only book new reservations within the locations defined for the user.

In the PII Masked Values section, specify the information that you require. See additional details about the fields below.

Loyalty #: If this check box is selected, for the users in this user group, the loyalty number is displayed as partially masked.
DL #: If this check box is selected, for the users in this user group, the driving license number is displayed as partially masked.
Passport #: If this check box is selected, for the users in this user group, the passport number is displayed as partially masked.
HCC #: If this check box is selected, for the users in this user group, the credit card number is displayed as partially masked.

In the Reservation Access section, specify the information that you require. See additional details about the fields below.

Based on User Location Security: If this check box is selected, all the users within the user group can access records where the Pickup Location and/or Return Location is within the locations defined for the user. If this check box is clear, all the users within the user group have access to all locations regardless of what is defined in their user setup.
All: If this check box is selected, you can access records at all locations, regardless of locations defined the user setup. If this check box is clear, you are limited to records based on the Brand(s), Corporate and Franchisee fields.
Brands: Specify the brands. You only have access to records with the brands selected in this field.
Corporate: If this check box is selected, you have access to corporate locations only.
Franchisee(s): Specify the franchisee locations for which the user can access the records.

Click Save.