Enable user license tracking

Are you a corporate administrator for multiple properties? We know that keeping track of user licenses can be a full time job, especially when you need to reconcile with each property's budget. We're giving you some tools to make the process easier. Add the number of full, limited, and banquet licenses purchased by each property. When creating a new user, add the property their license should be subtracted from. You'll see an up-to-date count of total in use and available right on the property page. We also provided a report so you won't need to manage an excel spreadsheet anymore!

This feature requires R45 or higher. To determine the release installed in your org, see Installed Packages.

This tool provides a method to store user information in one place and assist Corporate Administrators in their daily activities. The functionality is not directly connected to Amadeus central billing and requires manual administration.

  1. Go to Setup > Create > Objects > Property.

  2. Point to the Page Layouts related list and click Edit next to the Property Layout.

  3. In the Property Layout toolbar, click Fields.

  4. Click and drag a new Section onto the page layout right underneath Additional Property Information.

    Complete the following:

    • Section Name: Licenses

    • Layout: 2-Column

    • Tab-key Order: Left-right

  5. Click OK.

  6. Type "licenses" into the Quick Find to locate all of the fields. Click and drag the following on to the page layout.

    Full Licenses Full Licenses In Use
    Limited Licenses Limited Licenses In Use
    Banquet Licenses Banquet Licenses In Use
    Total Licenses Total Licenses In Use

  7. In the Property Layout toolbar, click Save.

  8. Repeat the entire procedure for the Event Only Property Layout.

  1. Open the User Property Access page from one of these places:

    • Amadeus Settings page > User Property Access link > Click Switch to Property View

    • Setup > Users > User page > Manage User Property Access link > Click Switch to Property View

    • Property page > Property Users related list > Grant User Access button

  2. In the licenses column, click Edit Icon of a pencil next to a property.

  3. Enter the total number of limited, banquet, and full licenses the property purchased.

  4. Click Save and Close.

  5. Wash, rinse, and repeat for all properties.

  6. Click Switch to User View.

  7. Do one of the following:

    • To grant a licensed property to a single user, under Default Property click Edit Icon of a pencil.

    • To grant a licensed property to multiple users, select users with the same requirements, and then click Multi-Edit Properties.

  8. Complete the following:
    • Default Property: Select the property that should display by default when the user opens the Availability page and when they create inquiries, bookings, and volume contracts.
    • Licensed Property: Select the property that is paying for the license.
    • License Type: Select if the user should be reconciled against the property allocation of full, limited, or banquet licenses.

The Property License Recap report is your one-stop shop to reconcile users against license allocations within the org. The report shows the number of full, limited, and banquet license types available to the property. Next, displayed in brackets is the number of active users granted that license type. If you see a discrepancy, review the list of users below and their license type to find the anomaly.

Explore more...

Assign property access, permission sets, default, and licensed properties

Profiles

Property users overview