Overview: User management

After you click the Administration link, you'll see the Subscription Administration Home page. From here, you'll have access to the Subscription Users page and a Users page inside each location. What's the difference?

Subscription Users page

Work on the Subscription Users page when you need to see all of the users in the subscription. This is helpful when someone is transferring to your property from another location and you need to find out if they already exist as a user in MeetingBroker. To open this page, click the Users tab. You can create new users here, but it's usually easier to create from the Location Users page. The only time you absolutely have to work on the Subscription Users page is if you're creating a subscription-level user group.

Location Users page

This is where you'll work most of the time. To open the Location Users page, click the Locations tab, select a location, and then click the Users tab. Save time when you're creating new users by opening the location where they work first and then creating their user profile. MeetingBroker copies the property's address and phone information into the new profile for you. This page displays only users who have access to this location, which makes things more manageable in a large subscription with thousands of users.

There are five access levels (roles) in MeetingBroker. Users can be granted multiple access levels at each location, and their access can vary across locations. For example, a Director of Sales can have Director and Location Admin access to the property where they are based, and then have Supervisor access to other properties in their region so they can run reports.

Sales Manager	View, edit, and report on only RFPs they own, they have been copied on, or have been added to the RFP Team.
Director	Full access to view, edit, and run reports on all RFPs for all users at the location.
Supervisor	Director-level access to reports. View-only access to RFPs.
Location Admin	View and modify the administration pages for the location (for example, location setup values, assignment rules, and escalation). Create and update users for the location (cannot inactivate users or modify Subscription Admins). Add and remove user access for the location. The Location Admin access level must be combined with another access level (such as Manager or Director) if the user is meant to view or modify RFPs. If a user has only Location Admin access, they will not be able to view or run reports for the location.
Subscription Admin	View and modify the administration pages for the subscription (for example, subscription setup values, master accounts, and reminders). Full access to administration settings for all locations in the subscription. Create, update, and inactivate any user for any location in the subscription. A user with Subscription Admin access needs to be added with another access level (such as Director or Supervisor) to each location on the Access & Privileges tab of their user profile if the user is meant to view or modify RFPs. If a user has only Subscription Admin access, they will not be able to view or run reports on RFPs.

Examples of common access role assignments

Manager only - Members of the sales team who have goals and should not see leads for other markets or territories at their property.

Director only - The Default Lead Coordinator, members of the sales team at properties that share the workload on all leads, coordinators or assistants who help others with their work but don't have their own goals, a Director of Sales or Catering who should see and be able to reassign leads to others on the team.

Director and Location Admin - The property administrator and members of leadership who completed training on the administrative settings.

Supervisor only - A Revenue Manager or General Manager who wants to run reports or look up lead details but won't actually complete any user tasks.

Location Admin only or Subscription Admin only - an IT person that manages user log ins but does not run reports.

1. Click the New button at the top of the Users page (Subscription or Location).
2. Complete all required fields on the General Information page. Double-check the following:
   • The Status field has been changed to Active.
   • The E-Mail and User Name fields are both the user's primary work email address, the email address is typed correctly, and if you are integrated with a Sales & Catering system or eProposal that it matches the user's email address in those systems.
3. Click Save. An email is automatically sent to the user with a temporary password.
4. Click the Access & Privileges tab.
5. Click the Add Location button.
6. In the Add as field, select the access level, and then select the locations where this access level should apply.
7. Click the Add Location button to return to the previous page, where you will now see the location listed and the access level. Repeat as necessary for other locations or access levels.

To help users get started in MeetingBroker, send them to the New user tasks page after you create their login. This page guides them through things like updating Microsoft Edge settings and the options available in their profile.

It's important to quickly remove access to MeetingBroker when someone leaves your organization. As soon as you are notified that their employment is ending, follow these steps:

1. From the MeetingBroker Home page, click the Administration link.
2. Click the Locations tab and open a location that they have access to.
3. Click the Users tab and select their user profile.
4. Click the Access & Privileges tab.
5. Click the Remove All Locations button. (If they are only leaving certain properties, select those and then click the Remove button instead.)
6. If you are a subscription administrator, click the General tab, change the Status field to Inactive, and then click Save and Close. If you are a Location administrator, notify your subscription administrator that this user needs to be made inactive.

Making the user inactive prevents them from logging into MeetingBroker. Removing their access from a location prevents them from seeing any data if you are unable to change them to inactive immediately and they try to log in.